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PUBLISHING ASSISTANT (2 positions)

New York City

  • Organization: UN - United Nations
  • Location: New York City
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Communication and Public Information
  • Closing Date: 2022-10-21

Org. Setting and Reporting

These positions are located in the Meetings Support Section, Meetings and Publishing Division, Department for General Assembly and Conference Management (DGACM). The incumbent will be working under the direct supervision of the Team Leader.

Responsibilities

Within limits of delegated authority, the incumbents will be responsible for the following duties:

• Participate in all aspects of documents distribution, both in hardcopy and electronic form and ensuring the most efficient and effective dissemination of official documentation and related materials;
• Provide meetings services support to all meetings held at UNHQ and other locations, including retrieving documents electronically and distributing texts of speeches, parliamentary documents, ballots and voting results as required;
• Utilize gDoc and ODS to track the status of and download documents required for printing and distribution;
• Review incoming requests for documentation printing services and ensuring that they are inline with UN rules and regulations governing processing and distribution of UN documents and publications;
• Organize and maintain reference material and background documents, including resolutions and decisions of main organs, in documents booth.
• Track the deadlines for documentation release dates; establish print on demand orders in conjunction with the digital printing team;
• Prepare monthly statistics on documentation in accordance with reporting standards;
• Ensure reports of committees and meetings/conferences meet the UN document standards and coordinate with the documents control office for reproduction of reports.
• Participate in conference services logistics coordination/planning meetings, representing the Unit and provides relevant input to substantive offices and delegations regarding organizational arrangements for special committees and meetings/conferences;
• Prepare for committees and meetings/conferences to be held away from Headquarters and other locations and coordinate with substantive offices with regards to documents printing and distribution arrangements;
• Maintain and update filing and reference system regarding procedures and reference materials for committees and meetings/conferences.
• Assist the team Leader in responding to queries from delegations and Secretariat and replaces the Team Leader as and when required;
• Rotate in shifts, as well as weekend on-call duties, as needed subject to service demands;
• Train and supervise the work of junior staff.
• Perform other duties as required.

Competencies

• Professionalism: Has knowledge of the United Nations and specifically its policies and procedures as they relate to documentation and publications. Demonstrates use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Is able to produce high quality work pressure and cope with deadlines, flexibility to work on different shifts. 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: Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity .
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.

Education

High school diploma or equivalent is required.

Work Experience

Seven years of progressively responsible experience in documentation and support to
intergovernmental meetings or related is required.

Experience with UN digital documents distribution and documents planning systems, ODS
and gDoc is required.

Experience working with documents distribution and publishing practices within the United
Nations system or similar organization is desirable.

Experience in servicing intergovernmental meetings is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official UN language is an advantage.

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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