Responsibilities

Under the supervision of the Chief of the English Translation Section, the incumbent will be responsible for the following duties:
- Assists in the overall planning and scheduling of incoming documents for translation, logging them into the system through the Global Document Management System (gDoc), the workflow register, and tracking them through gDoc until translated.
- Dispatches translated documents to the appropriate Desktop Publishing Unit or directly to the submitting department, logging them out through gDoc and the workflow register.
- Assists with the distribution of documents for translation and revision, dividing texts as necessary to help ensure compliance with deadlines.
- Monitors the progress of the work with a view to ensuring that deadlines are met, particularly for in-session documentation and documents subject to simultaneous distribution.
- Communicates with the Documents Management Section (DMS) to ensure timely processing of documentation, in particular pre-session and in-session material.
- Liaises with the Chief of Section, translators/revisers, précis-writers, Desktop Publishing Units and DMS on document processing.
- Monitors data in gDoc related to special assignments, summary records and précis-writing days per staff member. Registers times spent on summary records in gDoc, provides assistance to précis-writers and sends summary records to the Desktop Publishing Units.
- Liaises with the Contractual Work Unit and DMS to arrange outsourcing of documents for translation.
- Compiles monthly production statistics related to précis-writing and translation days. Liaises with the Evaluation, Analysis and Monitoring Section (EAMS) to ensure accuracy of statistics in relevant dashboards.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Responds to ad-hoc requests.
- Handles confidential information and files of correspondence for the Chief.
- Reconciles data in gDoc related to translated documents, leaves, special assignments, summary records and other assignments.
- Keeps up-to-date records of attendance, overtime, compensatory time, flexible working arrangements, training and external studies.
- Drafts documents, reports, charts, tables and statistics and responses to a wide range of correspondence.
- Prepares weekly lists of staff and allocates office space to temporary staff members (in coordination with the Senior Administrative Assistant of the Office of the Chief), requests access to e-tools if needed.
- Enters data in spreadsheets on meetings assignments and documentation to track and balance workload distribution.
- Coordinates and takes part in meetings involving staff, team leaders, Chiefs of Units/Sections/Service.
- Coordinates with freelancers (in close consultation with the Office of the Chief) for all matters related to recruitment.
- Supports the planning of summary record assignments in collaboration with the Chief, the Meetings Management Section, focal points and other relevant staff, helping with capacity planning and meetings logistics.

Competencies

PROFESSIONALISM:
Knowledge of the documentation and meetings planning processes as well as of contract and document management systems (CMA, UMOJA and gDoc). Knowledge of spreadsheets. Ability to work under pressure and to coordinate with different actors in the contractual work process. Ability to help plan capacity and assist in the overall scheduling of documentation and précis-writing assignments. Ability to organize information for monitoring purposes. Knowledge of policies, guidelines and standards relating to documentation and meetings. Ability to compile and verify the accuracy of statistics. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

TEAMWORK:
Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING & ORGANIZING:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

TECHNOLOGICAL AWARENESS:
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Work Experience

At least seven (7) years of experience in secretarial or administrative field is required.

Out of these, three (3) years withing the United Nations Common System is desirable.

Two (2) years of experience in documentation planning and processing and in outsourcing language services is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French is required with knowledge of the other. Knowledge of another United Nations official language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.