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Monday, February 20, 2012

Documents Management Assistant, G-5. UNFCCC, Bonn. Open until 17 March 2012

VACANCY ANNOUNCEMENT
CONFERENCE AFFAIRS SERVICES PROGRAMME
Documents unit

VACANCY ANNOUNCEMENT NO: VA 12/010/CAS
PUBLICATION/TRANSMISSION DATE: 17 February 2012
DEADLINE FOR APPLICATION 17 March 2012
TITLE AND GRADE: Documents Management Assistant, G-5
POST NUMBER: FQA-2942-G5-001
INDICATIVE ANNUAL SALARY: Euro 35,195 net, plus UN benefits and pension fund
DURATION OF APPOINTMENT: One and a half years, with possibility of extension
DUTY STATION: Bonn, Germany
EXPECTED DATE FOR ENTRY ON DUTY As soon as possible
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Background

The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat is supporting the Convention
and its Kyoto Protocol by a range of activities, including substantive and organizational support to
meetings of the Parties.
The Conference Affairs Services programme provides comprehensive conference services for all
sessions of the UNFCCC Convention and Kyoto Protocol bodies, as well as meetings and workshops
organized in the intergovernmental climate change process. These services include conference and working
facilities allowing for up to 10,000 participants; liaison with Parties, Observer States, IGOs and NGOs;
security and protocol arrangements; registration of participants to sessions and meetings; travel
arrangements for participants from Parties eligible for funding; planning and editing of parliamentary
documents; and coordination of document registration, translation, reproduction, dissemination and storage.

Responsibilities

Under the direct supervision of the Head, Documentation sub-programme, the incumbent assists
in the management of the documentation production process and editorial control of official and nonofficial
documents of the UNFCCC secretariat; provides guidance to secretariat staff involved in
formatting and preparing official documents for respective meetings and provides computer-based word
processor training and assistance in the use of the UNFCCC official documents template. The incumbent
will:

Documentation production process:
• Prepares documentation statistics required by the Coordinator, CAS, and Programme Coordinators
(pre-session, in-session, and post-session) at the end of each meeting, as well as relevant
documentation forecasts required by United Nations Office in Geneva (UNOG) for each session of the
Conference of the Parties (COP)/subsidiary bodies, based on information received from programmes
within the secretariat;
/…
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• Prepares, maintains and updates the UNFCCC secretariat internal planning table based on
information received from document focal points in the various programmes; checks accuracy of
document titles with special attention to correctness and completeness; monitors number of pages for
translation and for reproduction; solicits missing and/or incomplete information directly from
programme focal points ensuring electronic availability for the secretariat by placing documents on
shared network drives; and
• Monitors deadlines as per the internal planning table, following up on delays, providing information
and alerting the supervisor regarding documents that are likely to exceed deadlines.
Editorial control of official and non-official UNFCCC documents:
• Follows up on all editorial corrections made by supervisor to final version of document before editorial
clearance, and marking up previously translated text in documents for translation; and
• Proof-reads documents prior to submission to UNOG to ensure different file-types of the same
document are identical, marking errors for correction according to the UNFCCC proof-reading system.

User support, guidance and training:
• Provides user-support, guidance and training to secretariat staff in the application of the computerbased
UNFCCC official documents template by responding to queries regarding its correct use,
including trouble-shooting and fixing template-related errors in specific documents; performs
programming fixes and makes enhancements to the documents template in line with UN prescribed
style guidelines, obtaining the required support from ITS; and
• Maintains, updates and improves the secretariat’s official documents system; provides guidance and
training to Team and Programme Assistants on drafting official UNFCCC correspondence and on the
presentation of documentats; maintains and updates the electronic filing system of all UNFCCC
documents issued in the six official languages of the UN.
Other duties:
• Performs other related duties including carrying out relevant administrative actions needed for
recruitment and/or contract extensions for editors, proof-readers and translators.
Requirements
• Completed secondary education. Administrative/secretarial/editorial training or equivalent an asset.
• At least five (5) years of relevant work experience in documentation processing, publishing and/or
documentation management; or related area. At least two (2) years work experience in a multicultural
or international setting is an asset.
• Excellent knowledge of Microsoft Word and or/some publishing software. Good knowledge of data
management systems and use/development of electronic documentation systems such as sharepointbased.
Familiarity with document templates of a more complex nature an asset.
• Meticulous attention to detail. Ability to work independently and to tight deadlines. Very good
communication skills including the ability to train and guide clearly.
• Excellent commnand of written and spoken English. Working knowledge of other United Nations
languages is an asset.

Evaluation criteria

Professionalism: Very good understanding of the functions of the post
Communication: Very good communication skills (spoken and written), including ability to draft and edit
standard correspondence
Planning & Organizing: Very good organizational skills and the ability to handle work in an efficient and
timely manner. Ability to set and meet priorities
Client (service) oriented: Proven service-oriented approach to tasks
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Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations in
a multi-cultural environment
Technological awareness: Fully proficient computer skills and use of software such as Word (including
document formatting), Excel and PowerPoint, internal databases and other relevant software applications
Commitment to Continuous learning: Proactive and mature attitude towards self-development.
To apply
Candidates whose qualifications and experience match the requirements for this position, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment


Please note:

1. This post is for local recruitment only. All travel, interview and relocation costs incurred to
take up an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.

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