DOCUMENTS DISTRIBUTION ASSISTANT

Org. Setting and ReportingThis is a temporary position for an initial period of six months. The position is located in the Office of the Executive Secretary in the International Civil Service Commission (ICSC). It is under the supervision of the Senior Advisor in the Office. ResponsibilitiesWithin delegated authority, the Documents Management Assistant is responsible for the following duties: • Maintain the electronic database of documents and files for use in ICSC by senior management and staff and substantive divisions of the ICSC secretariat. • Enhance the documentation center current and archive systems in electronic versions by classifying information and updating records; • Assist in digitizing all hard copy files in preparation for flexible workspace • Obtain and maintain publications in different languages and determine archive needs • Respond to document-related queries within the department. • Provide assistance for all meetings of the ICSC by ensuring timely provision of official documentation for all sessions of the Commission in collaboration with counterparts. • Coordinate the dispatch of all documents to and from meetings, following up on delivery and resolving problems for timely receipt of packages. • Update on a regular basis the intranet-based library information resources including participating in the refinement of research parameters based on feedback from users of the system. • Research reference documents in the documentation center as well as external information sources in order to provide background material on specific issues for use in ICSC studies. • Receive requests for information from other UN agencies and NGO bodies and provide responses accordingly. • Initiate low value office furniture and supplies as necessary in Umoja. • Keep an electronic inventory of supplies. • Perform general office management functions including maintaining an electronic registry of correspondence and Registry plan for the ICSC. • Carry out ad hoc tasks assigned by supervisor. CompetenciesProfessionalism: Knowledge of the UN documentation, archiving and records management. 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. 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. Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationThe minimum years of relevant experience is desirable and reduced to two years for candidates who possess a first-level university degree or higher. Work ExperienceA minimum number of years of general office experience including imaging of documentation, archiving, or library is required. Some experience digitizing and organizing documents into folders is desirable Some knowledge of the work of ICSC is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).