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United Nations (UN) Documents Management Assistant Vacancy in Geneva. Apply Now!

Assistant Details

  • Position(s): Documents Management Assistant
  • Organization: United Nations
  • Job Opening ID: 250601
  • Job Network : Public Information and Conference Management
  • Job Family : Conference Services
  • Category and Level : General Service and Related Categories, G-5
  • Duty Station : GENEVA
  • Department/Office : Office of the High Commissioner for Human Rights
  • Deadline: Jan 21, 2025

Organizational Setting and Reporting

United Nations (UN) Documents Management Assistant Vacancy in Geneva. This position is located in the Office of the High Commissioner for Human Rights (OHCHR), External Engagement and Partnerships Service (EPS), in the Meetings, Documents and Publications Unit (MDPU), Geneva. The incumbent reports to the Head of MDPU and the Documents Management Officer (DMO).

The United Nations Office of the High Commissioner for Human Rights (OHCHR) is a significant entity within the UN system, dedicated to promoting and protecting human rights globally. Established in 1993 during the World Conference on Human Rights in Vienna, the OHCHR plays a vital role in advancing the principles enshrined in the Universal Declaration of Human Rights and other international human rights instruments.

Headquartered in Geneva, Switzerland, the OHCHR works to uphold and integrate human rights across the UN’s activities, including peacekeeping missions, development programs, and humanitarian support. The office is led by the High Commissioner for Human Rights, who provides leadership and guidance in addressing human rights violations and advocating for the implementation of international standards.

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One of OHCHR’s primary functions is to monitor and report on human rights situations around the world. The office conducts investigations, provides technical assistance to governments, and engages with civil society organizations to foster dialogue and accountability. It also supports the Human Rights Council, which is the main intergovernmental body responsible for promoting and protecting human rights.

In addition to its monitoring work, OHCHR focuses on capacity-building and education, helping states and organizations to strengthen their human rights frameworks. This includes training programs, workshops, and the development of tools and resources aimed at enhancing human rights compliance and awareness.

Furthermore, the OHCHR addresses pressing global challenges such as discrimination, violence against women, freedom of expression, and the rights of marginalized groups. By advocating for justice, accountability, and the promotion of human dignity, the OHCHR strives to ensure that all individuals can enjoy their human rights without discrimination or oppression. Through its comprehensive approach, the office plays a pivotal role in advancing the cause of human rights worldwide.

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Duties and Responsibilities

Within delegated authority, the Documents Management Assistant will be responsible for the following duties:

  • Receives pre/in/post-session for the General Assembly, Human Rights Council, Human Rights Council Working Groups, Treaty Bodies, and NONE (type of document) documents from submitting officers, checks their completeness and compliance with the relevant UN document rules and liaises with submitting offices before submitting them via DOC for processing;
  • Liaises with both relevant substantive secretariat staff and Document Management Section (DMS) in United Nations Office at Geneva (UNOG) and responds and follows up on queries regarding documents; monitors and acts on incoming electronic mails in the personal and group email boxes on a daily basis; maintains the relevant electronic central file system and updates document submission status tables;
  • Checks the status of documentation on the ODS (Official Document System) as required and liaises with the relevant secretariat staff concerning the posting of documents on website or extranet; generates a variety of statistical and other reports from various sources and databases and prepares other relevant materials for the Head of Unit and the DMO as required;
  • Provides backstopping to the documents assistants and programme assistants of the Unit as planned or required;
  • Performs other functions as may be required by the Head of Unit and the DMO.
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Competencies

PROFESSIONALISM: Knowledge of UN structure, functioning of UN bodies, UN documentation rules and document formatting. 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. 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.

PLANNING AND 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.

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. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client

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Requirements

Education

  • High school diploma or equivalent.

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Work Experience

  • At least five (5) years of experience in secretariat functions or administration is required.
  • Experience in applying documentation rules is desirable.
  • Experience in the formatting of parliamentary documents is desirable.
  • Experience with electronic systems such as documentation databases and applications is desirable.
  • Experience with Excel is desirable.

Application Link

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