Document Management Assistant

Il y a 2 mois

Paris, France UNESCO Temps plein

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

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

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

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**:
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

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

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

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