|Post Level||GS-3||Closing Date : 13 June 2017|
|Branch||Secretariat for the Policy-Making Organs|
|Division||Secretariat for the Policy-Making Organs|
|Date||12 May 2017|
|Staff members in the General Services category are normally recruited and paid on a local basis. This appointment is for a duration of two years, with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.|
Under the supervision of the Conference Services Officer and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following duties:
(a) To provide Member States and Technical Secretariat (TS) staff with documents and general information related to the work of the policy-making organs through day-to-day operations of the Documentation Counter.
· To distribute current official-series documents and related materials on request and provide information to delegations and TS staff regarding the availability of various documents.
· To monitor, and replenish as necessary, the supply of documents and publications to ensure that current and pertinent documents are readily available.
· To maintain tidy and logical document shelving system and an up-to-date digital reference archive. To ensure his or her own familiarity with the documents and materials being distributed to Member States through the Documentation Counter.
· To stay abreast of the issues under current consideration by the bodies of the policy-making organs.
(b) To provide information to delegations and TS staff alike on matters relating to meetings and presentations, including scheduling and other procedural concerns. May be required to make ad hoc decisions, within his/her area of competence, to resolve issues in the absence of and on behalf of the Conference Services Officer, which can affect the effectiveness of the meetings of the policy-making organs and the reputation of the Division and the Technical Secretariat.
(c) To ensure the timely distribution of relevant documents at Sessions and Meetings of the Executive Council (EC) as well as at Sessions of the Conference of the States Parties (CSP) and other formal and informal meetings of the policy-making organs.
· To keep records of the receipt and distribution of documents and statements at the sessions.
· To assist with ascertaining document requirements for these meetings and the subsequent preparation of sets of pertinent documents, in appropriate language combinations for each delegation.
· To assist with the preparation and tidying of the meeting rooms and interpretation booths.
· To provide in-session meeting room assistance, as required.
(e) To ensure that the interpretation teams, while servicing meetings of the Policy-Making Organs, receive timely and accurate information and documentation, including pertinent background documents and current statements and draft texts.
(f) To receive, record, distribute and archive each unofficial document provided to the Conference Services Unit (CSU) during a Meeting or a Session of the EC and CSP; exercise a high level of accuracy and initiative when processing received documents in close consultation with the Director of PMO, Conference Services Officer, Member States, and TS substantive officers.
(g) To carry out the distribution and secure the temporary storage of classified official-series documents for discussion by the policy-making organs, in accordance with the confidentiality guidelines as determined by the Office of Confidentiality and Security in the Manual of Confidentiality Procedures and related work instructions.
(h) To maintain the Internal Meeting Room Schedule, respond to requests by delegates and assist TS staff to schedule internal meetings and determine their requirements. To exercise a high level of attention to detail and accuracy when preparing the weekly Journal for issuance to Member States and the Schedule of Meetings for issuance to TS staff.
(i) To communicate with the Conference Services Clerk and the OPCW Audio-Visual Technician as necessary, regarding the requirements for technical and audio-visual equipment at meetings of the policy-making organs and, as requested, meetings coordinated by other divisions and branches, to ensure that the equipment is available, in place and operational prior to the meeting start-time.
(j) To assist the Audio-Visual Technician in the set-up and operation of Ieper Room meeting-related technical equipment used to support interpretation, presentations, and digital recordings, as appropriate and to the extent that this is within his/her area of competence.
(k) To determine the needs of catering for PMO related meetings, coordinate with in-house caterer the timely provision of services and ensure their actual provision.
(l) Ensure that the internal meeting rooms which are overseen by PMO are maintained in a meeting-ready state at all times when not in use.
(m) To maintain the highest standard of delivery of service through demonstrated knowledge of protocol issues in a diplomatic environment, and through professional dress and conduct appropriate for interaction with diplomats.
(n) To provide, as necessary, the meeting room attendant services in the absence of the Conference Services Clerk.
(o) Other duties as required.
Knowledge and Skills
Essential: High School Diploma or equivalent diploma of secondary education. Desirable: Completion of post-secondary education in conference or records management, or in the field of international relations. Skills and Abilities (key competencies): · The incumbent must have strong organisational and interpersonal skills that allow for effective and professional delivery of a wide variety of support services in the course of supporting the formal and informal work of Member States delegations through document distribution, and of assisting, as required, in meeting room support. · Excellent communication skills, resourcefulness, initiative, maturity of judgment and team spirit. · Computer literacy. · Knowledge of meeting room set-up, and operation of standard meeting room and reprographic equipment. · Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. · Sound Knowledge of standard Microsoft applications including MS Word, MS Excel, MS Publisher, and possibly MS Visio. · Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner.
Experience: Essential: At least one year of relevant experience in clerical work, or records or documents management. Desirable: Previous work experience in international conferences would be an asset. · Proven interpersonal skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity. · Familiarity with the operation of technical equipment would be an asset, in particular, equipment related to audio and visual display, recording or editing technology, and/or printing and copying machines.
At least one year of relevant experience in clerical work, or records or documents management.
Previous work experience in international conferences would be an asset.
· Proven interpersonal skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.
Familiarity with the operation of technical equipment would be an asset, in particular, equipment related to audio and visual display, recording or editing technology, and/or printing and copying machines.
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
|Euros 32,345||Net Salary||EUR 0|