ASSOCIATE DOCUMENTS MANAGEMENT OFFICER -TJO

Org. Setting and ReportingThe Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat. The CMS Secretariat also provides the Secretariat for the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS). In addition, two regional agreements on migratory species adopted under CMS have their own Secretariats which are co-located with the CMS Secretariat in Bonn - the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS). The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. In the present context, UNEP provides the administrative functions for the Convention on the Conservation of Migratory Species of Wild Animals (CMS), the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA), the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS) and the Agreement on the Conservation of European Populations of Bats (EUROBATS) Secretariats. The position is located at the Secretariat’s offices in Bonn, Germany. Under the general supervision of the Executive Secretary of CMS and the day-to-day supervision of the Legal Officer and Head of Conference Services, the incumbent will be responsible for the following functions: ResponsibilitiesThe incumbent will be responsible for the following duties: 1. Documentation Management • Oversee the document production process for the 8th meeting of the Sessional Committee of the Scientific Council, 15th meeting of the Conference of the Parties to the Convention on Migratory Species (COP15) and related meetings • Implement document guidance, standards and practices, and workflow, including setting up internal systems and templates for timely publication of documents in the three languages. • Carry out linguistic research and prepare terminological research glossaries and related reference tools for translation. • Establish and maintain a roster of external translators, assist and brief translators on procedures and Secretariat practices and on terminology of a broad range of subjects. • Work with the Document Team to ensure timely document editing, handling, translation and posting of documents • Review documents and provide editing as needed to ensure quality and consistency • Provide guidance and management of process for document translation. • Provide guidance to staff on document preparation and handling procedures and serve as the primary point of contact for all document-related inquiries, providing timely and accurate responses. 2. Documentation during and after COP • Implement document guidance, standards and practices, and workflow, including setting up internal systems and templates for timely publication of documents in the three languages during the meeting. • Supervise production flow of in-session documentation during COP15, including assignment of work within translation teams • Provide guidance and assist translators and brief them on procedures and practices of Secretariat and on terminology; • Support the preparation of the meeting report and outcome documents for COP meeting proceedings for final posting and distribution. 3. Meeting Organization Support • Support the planning and scheduling of meetings, including the allocation of resources, in consultation with the Head of the Unit. • Assist in the logistical planning and execution of meetings, such as recruitment of translators, interpreters, report writers and other contractors, preparation of budgets, and procurement processes. • Prepare and distribute meeting agendas, invitations, and other relevant materials. 4. General Administration Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. 5. Perform other duties as assigned CompetenciesProfessionalism: Demonstrates professional competence and mastery of relevant concepts, policies, and procedures related to document and meeting management within the UN system. Show a high level of accuracy, efficiency, and attention to detail in the preparation, processing, and distribution of official documentation. 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. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. EducationEducation Advanced university degree (Master's degree or equivalent degree) Library and Information Science, Communications, Linguistics, Public Administration, Law, Business Administration, Management or other relevant discipline. A first university degree in combination with qualifying professional and academic experience may be accepted in lieu of the advanced degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of two (2) years of relevant experience in documents management is required. Experience with Microsoft Office Suite (Outlook, Word, PowerPoint etc.) is required. Experience with documentation production workflow in a UN setting is desirable. Experience in quality control, and editorial processes is desirable. Experience in organizing UN or other intergovernmental meetings is desirable. One (1) year or more of experience in data analytics or related area is desirable (none if successful YPP or P-1 with a related degree). LanguagesEnglish, French and Spanish are the working languages of the Convention. For the post advertised fluency in English is required. Working knowledge in Spanish or French is desirable. Knowledge of other United Nations languages desirable. NOTE: \"fluency equals a rating of \"fluent\" in all four areas (read, write, speak, understand) and \"Knowledge of\" equals a rating of \"confident\" in two of the four areas. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice• This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. • The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. • When completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as \"retirement.\" Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • Individual Contractors and Consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for or be appointed to any professional and higher temporary or fixed-term positions, within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of a consultancy or individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations. • At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. • Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. • On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.