Document Registration Assistant

ITU is the leading United Nations agency for information and communication technologies, with the mission to connect the world. To achieve this, ITU manages the radio-frequency spectrum and satellite orbits at the international level, works to improve communication infrastructure in the developing world, and establishes global standards that foster seamless interconnection of a vast range of communication systems. ITU also organizes global Telecom events bringing together the most influential representatives of government and the private sector to exchange ideas and knowledge for the benefit of all.

VACANCY NOTICE Nº  20G-2013/SG-C&P/EXTERNAL/G4

Date of Issue: 24 December 2013 Currently accepting applications Applications from women are encouraged Functions: Document Registration Assistant Post Number: CF10/G4/829 Deadline for Applications (23.59 Geneva CH) : 14 January 2014 (19 day(s) until closing deadline)  Duration of Contract:  2 years, renewable to maximum 4 years   Type of Appointment: Fixed-Term Appointment Duty Station:  Geneva, Switzerland Grade: G4

Organ: The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.

Organization Unit: The Conferences and Publications Department is responsible for ensuring communication between people involved in ITU activities and for the dissemination of ITU products, through its conference services (conference organization and logistics), language services (translation and interpretation in the six official languages, précis-writing, terminology and reference services) and documentation and publications services (text capture and text processing, electronic document management, publication composition, reproduction and distribution of paper and physical electronic products, and sales and marketing).

Duties / Responsibilities

Under the supervision of the Head of the Document Production and Administration Unit, the incumbent performs the following tasks: Receives and registers documents to be forwarded to the six translation sections, as well as web pages submitted in the context of workflow automization. Performs data entry, tracking and follow-up for the documents using the DPS software package. On the document routing slip, enters the name of the electronic file for network storage, along with other information. Examines and assesses documents received to determine the need for a reference search, on the basis of such considerations as the importance and urgency of the document to be translated, and where necessary consults the requesting offices and translation section heads concerned. Determines the number of pages for translation and for pool. Tracks the progress of documents in the various translation sections and in the Document Composition Service, follows up on documents that are late and brings any problems to the attention of the head of the unit. Examines documents to verify their form and presentation before sending them on to the services concerned. Ensures that the services receive status updates and other information relating to conferences and documents (lists and priorities).  Performs various secretarial work and other tasks as required; may be called on to replace other assistants in the service.

Qualifications required

Education: Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with 8 years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.

Experience: At least three years of experience in the field of administration.

Languages: Knowledge of French or English at advanced level and knowledge of the other language at intermediate level. Knowledge of a third official language (Arabic, Chinese, Spanish, Russian) would be an advantage.

Competencies: Knowledge of the structure of ITU and its working methods in document production would be an advantage. Typing in French and or English at the test speed required by the Geneva-based United Nations. Experience in the use of a translation record system (e.g. DPS). Experience in the use of electronic equipment. Must be able to create and maintain good professional relations and work under pressure.

Remuneration

Annual Salary: (Net of Tax) 68,611.- CHF - 91,281.- CHF without dependants

Applicants will be contacted directly if selected for written test. Interviews may be used as a form of screening. APPLY