Document Assistant

By Live Lover -

NOTE
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. This is a temporary vacancy. Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise for renewal.


VACANCY NOTICE NO.:
GS-12-32
ORGANIZATIONAL LOCATION:
UNON/DCS
DUTY STATION:
Nairobi
FUNCTIONAL TITLE:
Document Assistant
GRADE:
G-5
DURATION
6 Months
CLOSING DATE:   
12/09/2012
                                                           
BACKGROUND:
The United Nations Office at Nairobi (UNON) in the UN headquarters in Africa and the representative office of the Secretary-General.  UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN office in Kenya, by providing administrative, conference and information services (www.unon.org).  The post is located in the Document Control Unit (DCU) within the Planning and Coordination Section (PCS) of the Division of Conference Services (DCS), UNON.

DUTIES AND RESPONSIBILITIES:
Under the overall guidance and supervision of the Chief of Document Control Unit the incumbent will perform the following duties:

  • Receive, verify and process all documents submitted to Division of Conference Services  for processing, in order to verify legislative mandates, ensure compliance with submission dates, page-limitation, in accordance with relevant policies, guidelines, rules and regulations on control and limitation of documentation.
  • Assist in maintaining a computerized database in order to alert submitters of submission deadlines and provides author departments and other requestors with updated information as requested.
  • Respond to document-related queries from author departments and all processing units.
  • Liaise with the various  Language Units and Publishing Section to monitor progress of documents processing at various stages to ensure timely issuance of documents and alerting the supervisor on any delays and problems;
  • Assist in preparing and issuing of statistical reports.
  • Carry out ad hoc tasks assigned by the supervisor;
  • Perform general office management functions as required.

COMPETENCIES:
  • Professionalism: Strong personal initiative and willingness to accept responsibilities operate independently; Ability to organize information required for the monitoring, following-up and updating of the schedule of documentation.
  • Planning and Organizing: Ability to establish priorities and meet deadlines; adjusts priorities as required; allocates appropriate amount of time and resources for completing work and allows for contingencies when planning.
  • Communication: Good interpersonal and communications skills, both written and oral; Speaks and writes clearly and effectively; tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed.
  • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; identifies clients’ needs and matches them to appropriate solutions; Keeps clients informed of progress or setbacks in documents management; Meets timeline for delivery of products or services to client.

QUALIFICATIONS:
Education:
Completion of secondary education is required. Additional training in relevant areas in Conference Services/Communication or other related field is an advantage.

Experience:
At least 5 years of progressive relevant work experience.  Experience in conference services, documentation processing and administrative or related fields is desirable. 

Language:
English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

Other skills:
Good knowledge of MS office and/or database systems is desirable.
Other skills
Interested candidates may apply by submitting detailed curriculum vitae in English, and a duly completed United Nations Personal History form (available at http://www.unon.org/docs/P11.doc).
Email: recruitment@unon.org
         Please quote;

v  Vacancy Notice Number and Functional Title in the Subject of the e-mail.

Applications received after the deadline (12/09/2012) will not be considered.


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