Documentation Assistant (English)

at  World Health Organization

Grade: G5
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): 2 years ( 1st year probationary period, further extensions subject to availability of funds, satisfactory performance and continuing need for the position)
Job Posting: Jun 11, 2024, 8:56:10 AM
Closing Date: Jul 2, 2024, 4:59:00 PM
Primary Location: Denmark-Copenhagen
Organization: EU/EDD Executive Director’s Division
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

EDUCATION

Essential: Equivalent to graduation from secondary school, supplemented by secretarial and/or language training.
Desirable: Relevant higher education from an accredited institution.

EXPERIENCE

Essential:

• At least 5 years of progressively responsible experience in the secretarial/administrative field.
• Demonstrated experience in working as part of a team

Desirable:

• At least 2 years ‘experience with documentation processing, such as proofreading and copy editing, or experience in teaching English as a foreign or native language.
• Experience using communication platforms such as SharePoint and editing/proofreading/translation software. Experience in developing templates in Word. Relevant work experience in an international environment or institution, WHO or in the United Nations.

SKILLS

• Excellent skills in operating documentation processing software.
• Demonstrated speed and accuracy in making revisions.
• Demonstrated language skills in English at mother tongue level.
• Emotional intelligence: ability to identify and manage one’s own emotions, as well as helping others to do the same.

USE OF LANGUAGE SKILLS

Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of French, Russian, German.

As part of the Regional Governance and Languages (RGL) unit, to process documentation from initial draft to final product.

Key duties:

• Works on translated/edited/revised drafts of English language versions of documentation for sessions of regional governing bodies and conferences, technical documentation, reports and correspondence from the WHO Regional Director for Europe;
• Proof reading in agreement with the supervisor, improves English texts, ensuring accuracy, readability and clarity; proofreads English documentation, ensuring accuracy, consistency, completeness and conformity with approved WHO style; raises queries for review and resolution by English editor/author(s);
• Contributes to/updates the ENG style notes and Perfect It in conjunction with the Editor; Formatting and layout formats and ensures the correct layout of English governing bodies’ documentation using the appropriate templates, including processing of graphic material;
• Finalizes documentation with regard to format and layout;
• Completes final checks of English governing bodies documents as per the standard operating procedures; Managing work flow updates the status of English documents in SharePoint;
• Maintains the workflow, communicating the status of documents to RGL colleagues; raises queries to, and resolves queries from, colleagues in RGL and technical units with regard to the content, status and processing of English language documentation; requests missing information or clarification of instructions as necessary;
• Maintains records of documentation production status, priorities and outstanding queries, for reference and use by the English team in managing their workflow;
• Finalizes English governing body documents for dispatch/publication;
• adheres to regular filing procedures and maintains digital files/folders;
• Creates, maintains, updates and tests English WHO/Europe templates;
• Backup for the Monitoring Assistant (based on agreed priority)monitors the LNG inbox as required and instructed;
• Maintains Outlook tasks, registers and uploads documents into SharePoint, initiates workflows;
• Maintains records of documentation and production status; oversees and updates information in SharePoint to reflect the current status of documents; and performs other duties as required.