Documents and Publications Distribution Assistant (Supervisor)

at  United Nations

Org. Setting and Reporting
This position is located in the Data Management, Reproduction and Distribution Team (DRDT), Publishing Section (PS), Conference Management Service (CMS), Department for General Assembly and Conference Management (DGACM) in Vienna. CMS operates administratively under the Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent reports directly to the Content Design and Publishing Officer. For more information, visit www.unov.org.
Responsibilities
Within limits of delegated authority, the incumbent will be responsible for the following duties: • Supervise all aspects of documents, data management, content distribution and reproduction, both in hardcopy and electronic form, and ensure the most efficient and effective dissemination of documentation and publications; ensure that all applicable procedures, administrative rules and policies are followed by the Team and by the submitting offices. • Manage the day-to-day activities related to planning, leading and coordinating the work of the Team, providing managerial support and guidance to staff, maintaining the focus on quality and efficiency improvements, and ensuring the availability of adequate human and technical resources. • Review incoming requests for content reproduction and distribution, ensuring that they are in line with UN rules and regulations governing processing and distribution of UN documents and publications; consult with submitting offices on the most efficient and cost-effective routing of individual documents, with emphasis on electronic distribution, and the reduction of print runs and stocks. • Oversee procurement of materials and services and existing contracts required for the functioning of the distribution/storage area, including interaction (in English/German) with local contractors and local and international vendors. • Assist the Chief of the Publishing Section (PS) in overseeing and modifying work processes in the area of documents reproduction and distribution, as required, take advantage of developments in information technology, in particular in electronic distribution of documentation and publications; and act as the focal point for ongoing enhancements of the documents management system (gDoc 2.0) and for the implementation of more efficient printing practices. • Determine the staffing requirements in the area of documents distribution for meetings held in Vienna and away from headquarters. • Liaise and coordinate with documents reproduction and distribution units at Headquarters (New York), and other UN duty stations and international organizations, as appropriate, with regard to work-sharing and cooperation, print on location arrangements, exchange of best practices, etc. • Oversee the coordination and assignment (working with Senior Design staff in the Publishing Section) of service/job requests for the Data Management, Reproduction and Distribution Team from job submission through to content reproduction and distribution. • Oversee the production and approval/clearance process from the IAEA printing services of publications/products within the Team and the clearance of the final printed products for distribution. • Oversee publication data management and distribution, relating to electronic file supply to the IAEA printing services at Vienna and UN Publications at Headquarters (New York), updating of gDoc 2.0, and ensuring efficient storage/archiving/retrieval of all electronic files created by the team. • Coordinate the preparation of statistics on all aspects of the documentation dissemination activities; assist the Chief of Section in responding to queries from delegations and secretariats; undertake research and provide reference materials for preparation of briefs, notes and statements for CMS management. • Carry out programmatic/administrative tasks necessary for the functioning of the team, monitor availability of resources needed, monitor performance parameters and statistical indicators, report on budget/programme performance, prepare inputs for the budget, evaluate staff performance and complete performance appraisals for staff supervised; participate in recruitment processes as assigned. • Manage, supervise, guide and train staff under his/her supervision, including short-term support staff. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision-making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as required.
Competencies
• Professionalism: Has good knowledge of the UN structure and rules, including conference services policies, procedures and practices. Has ability to determine short-term staffing requirements and supervise them. Has knowledge of UN, UNIDO, CTBTO and other Vienna based organisations’ regulations, instructions and guidelines pertaining to documentation and international conferences. Has demonstrated use of initiative and is able to make appropriate linkages in work requirements and anticipate next steps. Has knowledge of meetings programming systems (e.g., gMeets, etc.). Is able to research, select, organize and summarize information required for the preparation of meetings. Has good writing skills and ability to work with statistics and figures. 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. Is able to perform analysis, modelling and interpretation of data in support of decision-making. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • 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. • Planning & 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. Managerial Competencies: • Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly. • Judgement / Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
Education
High school diploma or equivalent.
Job - Specific Qualification
Not available.
Work Experience
A minimum of ten years of progressively responsible experience in conference support or a related area is required. The minimum years of relevant experience is reduced to eight for candidates who possess a first-level university degree or higher. Of the minimum ten years of experience, at least five years within the UN system in documents management is desirable. Experience with file coordination/management and distribution, and electronic documents planning and processing systems, such as gDoc 2.0, is desirable. Experience handling high volumes of documents/publications and archiving (both paper and electronic) is desirable. Of the minimum ten years of experience, one year or more in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of German is an advantage. Knowledge of another United Nations official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. 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. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. 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. 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.
United Nations Considerations
According 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 Fee

Please refer the Job description for details