United Nations Reference assistant vacancy

United Nations Reference assistant vacancy

Job Title: REFERENCE ASSISTANT, G5
Department: United Nations Office at Nairobi
Deadline: 16 March 2014
Job Opening number: 14-LAN-UNON-32520-R-NAIROBI (X)

Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) in the UN Headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Terminology and Reference Unit of the Translation and Editorial Section (TES) in the Division of Conference Services (DCS), UNON

Responsibilities
Under the general guidance of the Chief, TES, and direct supervision of the Chief, Terminology and Reference Unit (TRU), UNON, the incumbent will be responsible for the following functions:
1. Maintain and Update multilingual terminology databases and the reference resource centre on the intranet and answer queries on documents storage and indexing, from Reference Assistants, editors, translators and contractural staff by: Developing and maintaining relevant databases especially the Linguistic Support Reference Centre used by New York, Geneva, Vienna and Nairobi, keeping data accurate and current, and preparing new material as needed; Perform initial actions in order to acquire updated materials; Perform digitization functions, including scanning, creating digital documents and posting to designated repositories; Open new subject folders, manage eRef indexes for the four duty stations, opening new ones whenever necessary.
2. Participate, as a team member in the processing of documents, publications by receiving and verifying submitted documents/texts to ensure compliance with relevant submission standards and regulations as well as formal, protocal and/or other requirements.
3.Enter, track and update document information in the electronic Documents, Conference and Production Management System (DCPMS) database, inform senior assistants of technical problems concerning, submission and registration and assist in solving them, ensure that the instructions relevant to each language unit are clearly reflected in DCPMS at each stage of the processing cycle.
4.Assist reference assistants and Document Control Unit in tracking the workflow, processing schedules and monitoring the progress of work and deadlines of submitted documents.
5.Provide reference assistance and maintain reference databases and collections of documents and other materials ensuring that they contain the most current information.
6. Assist in generating standard and other reports on documents processed by the Unit.
7.Participate actively in the further development of applications used in the daily work, such as the DCPMS electronic workflow module.
8. Perform other related duties as may be assigned.
Competencies
•Professionalism: Knowledge of language terminology and translation techniques; excellent knowledge and use of e-Ref tool; good knowledge of UN editorial and language practices; thorough understanding of all aspects of the Unit, functions and organization of DGACM; efficiency in meeting commitments, observe deadlines and achieve results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and asks questions to clarify, and exhibits interest in having two way communication; tailors language, tones, styles and format to match audience; demonstrates openness in sharing information and keeping people informed.
•Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits inputs 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 decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
•Technology awareness: Keep abreast of available technology; Understand applicability and limitation of technology; Actively seek to apply technology to appropriate tasks; Show willingness to learn new technology.
Education
High school diploma or equivalent with supplemental training in the area of library and information technology will be an added benefit
Work Experience
A minimum of five years of experience in progressive work within multilingual documents and knowledge and understanding of computer applications.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official language of the UN is an advantage.
Special Notice
This position is funded for an initial period of one year and may be subject to extension.
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. 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. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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