Document Management Assistant

OVERVIEW

Post Number : CLD 266

Grade : G-5

Parent Sector : Division for Conferences, Languages and Documents (CLD)

Duty Station: Paris

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 2 years renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 24-APR-2023

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

Only candidates who are entitled to work in France can apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

The Planning and Coordination Unit is located in the Documents Management Section of the Division of Conferences, Languages and Documents, in the Administration and Management Sector. The Unit is the focal point for all matters involving the processing of documentation (translation, graphic design, layout and printing) submitted to the Division. It is the custodian of the documents management and workflow tool, the Documents, Conference and Production Management System (DCPMS). The Unit works in close collaboration with author offices across UNESCO and other clients as well as with the Division's service providers. It is responsible for the preparation of the documentation workload forecasts for the processing units with the Division that serve to inform capacity planning, thus ensuring the efficient use of resources and timely issuance of documents and publications. It is also responsible for ensuring that all documents/publications are prepared and submitted in conformity with UNESCO's rules and procedures governing the control and issuance of documentation.The Documents Management Assistant is responsible for the provision of complete administrative and documentation preparation support to the Unit and its clients in relation to the documentation management process. S/he reports directly to the Head of the Planning & Coordination Unit. 

 

In particular, the incumbent will:

• Receive, verify and process documentation submissions; undertake consultation with submitting offices and processing units for scheduling purposes and enter/or update information into the documents management system. Create symbols for documents to be published in UNESDOC. Provide full technical support to users in regard to document management systems and applications.
• Assign the jobs to the relevant processing units (translation, desktop publishing and printing) and track and update document information in databases.  
• Monitor documentation processing operations and alert both clients and processing units in case of issues. Participate in priority meetings.
• Assist in the preparation of monthly analytical reports on documentation services (translation, desktop publishing, printing) and quarterly statistics including the preparation of ad hoc statistics.
• Prepare quotes as per clients' requests.
• Carry out other tasks requested by the Head of Unit and perform general office management functions as required.

Long Description Long Description Long Description COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

 

Education

• Completed secondary, technical, or vocational school.

 

Work Experience

• At least five (5) years of relevant experience in documents management and processing or in related areas.

 

Skills & Competencies

• Demonstrated ability to work autonomously with minimum supervision.
• Good interpersonal and communication skills and ability to maintain positive contacts with internal and external clients. 
• Ability to work in a multicultural team environment.
• Ability to prioritise work to meet deadlines within the framework of own responsibilities.
• Ability to work under pressure, particularly during conferences and peak periods.
• Good knowledge of Information Technology systems (Documents Management Systems, Excel, Access and Word).

 

Languages

• Excellent knowledge of English or French with a good knowledge of the other language.
   

DESIRABLE QUALIFICATIONS

 

Work Experience

• Relevant experience in documents management and processing in an international organization.

 

Skills & Competencies

• Knowledge of GamSys application.
• Good knowledge of the rules and procedures of the Organization related to documents production.

 

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 41 971 Euros.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

 

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.