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Friday, February 10, 2012

Senior Document Management Assistant, G-7. STL, Leidschendam. Open until 9 March 2012

Senior Document Management Assistant

VACANCY REF: NL-OTR-CMSS-G7-415

DEADLINE FOR APPLICATIONS: 9th March 2012

ISSUANCE DATE: 9th February 2012

LOCATION: Leidschendam, The Netherlands

DIVISION/SECTION: Registry/Court Management Services Section

TITLE: Senior Document Management Assistant

GRADE: G7

Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a fixed-term appointment of one year limited to the Special Tribunal for Lebanon (STL). Any subsequent extension(s) are subject to terms of the Tribunal's mandate and/or the availability of the funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected. Appointment against this post is on a local basis.

RESPONSIBILITIES:

Under the direct supervision of the Chief of Court Management Services Section, the Document Management Assistant is responsible for the following activities.

• Records all incoming and outgoing requests for translation and verifies adequate copy legibility of document(s) submitted;

• Conducts complex searches across databases and information repositories throughout the Tribunal to prevent duplication of translations prior to passing requests to the Language Services Section (LSS);

• Depending on the outcome of the search, either approves the request for translation and sends it to the LSS to translate and/or revise the existing translation, or alternatively, rejects the request;

• Develops and ensures compliance with guidelines, procedures and/or policies for the processing of requests for translations, including prioritisation of requests, levels of confidentiality, etc;

• ensures the implementation of the procedures by all relevant organs of the court, and arbitrates disputes regarding timelines of translations, quality, etc;

• Identifies relevant information regarding rejected and approved requests for translation and produces relevant statistics;

• Monitors requests for translation to ensure deadlines are met;

• Communicates orally and in writing with requesters from all Organs and with LSS regarding the status of requests and provides oral and written customer support to requestors;

• On the basis of estimates of available LSS processing capacity, recommends the most effective way to deal with requests for translation by, for instance, negotiating new timelines with requestors and LSS;

• Mediates disputes regarding delivery of translation services between competing requestors and LSS;

• Participates in resource planning meetings together with LSS;

• Analyses, Interprets and drafts responses and decisions to complex cases as required;

• Delegates to and supervises staff as appropriate;

• Trains junior staff;

• Prepares and finalizes correspondence and organises logistics for distribution or delivery of documents;

• Maintains and organizes CMSS records, both paper and electronic;

• Where applicable, assists in the verification of receipt and accuracy of documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;

• Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.),

• Performs other general administrative tasks as assigned.

COMPETENCIES:

• Professionalism – Attention to detail and excellent computer skills.

• Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Planning & Organizing – Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner. Ability to multi-task, to prioritise and to complete assigned work within allocated time. Good attention to detail.

• Accountability – Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.

• Client Orientation – Ability to identify clients' needs and appropriate solutions; ability to establish and maintain working relations with members of the other organs in general.

• Technological Awareness – Proven expertise with various information technology office applications.

QUALIFICATIONS:

• Education: Completion of secondary education. Demonstrable competence with Microsoft Word, Excel, Lotus Notes, advance search capabilities of various databases.

• Work Experience: Minimum 10 years of relevant experience in document management systems dealing with large volume, multiple languages and important deadlines.

• Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English and French is required. Knowledge of Arabic would be an asset.

• Other: Experience of searching Electronic Document and Records Management Systems is essential.

HOW TO APPLY

1. ALL APPLICANTS are requested to complete a Special Tribunal Personal History Form

2. ALL APPLICATIONS should be submitted by the deadline via email to: stl-recruitment@un.orgThis e-mail address is being protected from spambots. You need JavaScript enabled to view it

It is not necessary at this stage to send copies of qualifications, previous employment contracts, entire publications, etc.

Only applicants who are under serious consideration will be contacted. The Tribunal is not in a position to respond to queries regarding information on the status of vacancies or unsolicited open applications.


Details
Vacancy Number: NL-OTR-CMSS-G7-415
Grade: G7
Deadline: 09-03-2012
Status: Open

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