Documents Management Assistant

Posting Title: Documents Management Assistant, G6

Job Code Title: Documents Management Assistant

Organization: International Court of Justice (ICJ)

Duty Station: The Hague, Netherlands

Posting Period: 17 July 2023 - 30 August 2023

Job Opening Number: 23-Administration-ICJ-214173-R-The Hague (R)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The International Court of Justice (ICJ) was established by the Charter of the United Nations and is the principal judicial organ of that Organization. The Court is composed of 15 judges, each elected to serve a nine-year term of office by the United Nations General Assembly and the Security Council. Judges are selected from among persons of high moral character, who possess the qualifications required in their respective countries for appointment to the highest judicial offices. One third of the Court is elected every three years. The Court has a twofold role: first, to settle, in accordance with international law, through judgments which have binding force and are without appeal for the parties concerned, legal disputes submitted to it by States; and, second, to give advisory opinions on legal questions referred to it by duly authorized United Nations organs and specialized agencies. It is assisted by the Registry, which is the permanent administrative organ of the Court. The Registry is headed by the Registrar, who is elected by the Members of the Court.

The incumbent is appointed by the Registrar with the approval of the President (Rules of Court, Art. 25) and reports directly to the Head of the Publishing Division.

Responsibilities

Under the supervision of the Head of Division, the incumbent will perform the following duties:

Create and maintain a customized word-processing environment for the production of all types of Court documents and publications, including production of templates, styles, macros and automated text tools; resolve formatting problems, convert files and handle technical difficulties; ensure appropriate use of the word-processing environment by new users, including through training where necessary.

Manage the day-to-day activities associated with the Electronic Documents Management System (EDMS) environment; ensure compliance with the regulations relating to the system (metadata, templates, libraries, etc.); act as site owner of the EDMS; contact relevant work units with a view to solving any technical problems that may arise; work towards the optimization of the system and develop new applications.

Serve as the Division’s focal point and assist with the planning, specification, design, development and implementation of, and provision of support for, new applications and systems; independently liaise with users within the Division to define and specify requirements; prepare user documentation and training materials for deployed computer applications and systems; deliver technical presentations; perform ongoing reviews with users and respond to their queries; keep abreast of technological developments in document management and production, and propose new acquisitions.

Before hearings, run the appropriate tests in collaboration with the Information Department and/or the Information and Communication Technologies Division to ensure the smooth functioning of the Digital Audio Recording (DAR) system; contact relevant work units with a view to solving any technical problems that may arise; prepare special instructions, training and reminders for users, including temporary staff, regarding the use of the DAR system; provide training for those on duty on how to prepare audio files from the DAR for transcription; ensure the preliminary formatting of texts during hearings, resolve formatting problems and handle any technical difficulties arising in these texts.

Provide assistance, guidance and recommendations on the above-mentioned technical environments to facilitate and optimize the working methods of the various users.

Prepare and update the formatting guide for the Registry and other relevant editorial or technical guides as needed (in booklet form and on the intranet).

Perform research and independently respond to queries and requests for documents, independently handle a wide range of complex information requests and enquiries; respond or draft responses to a diverse range of correspondence and communications from various sources, including other United Nations entities and organizations.

Generate and maintain accurate and up-to-date statistical data, including workload indicators, for reporting and planning purposes.

Assist the Head of Division in planning and implementing programmes and projects; research, and compile, analyse and present information or data on, specific programmes and projects; serve as the Division’s focal point for the co-ordination, implementation and monitoring of programmes or projects; liaise with other organizational units whenever needed.

Assist the Head of Division in preparing and reviewing the Division’s workplan and in establishing resource requirements for programme budget proposals.

Provide training and guidance to Registry staff members on the use of the different technical environments; assist the Head of Division in identifying staff training needs, developing a training plan for the Division and organizing relevant training sessions.

Finalize and process documents in the absence of the Editorial Assistant and/or the Head of the Document Production Unit.

Supervise the work of the Document Production Unit in the absence of the Head of Unit and the Editorial Assistant.

Perform other related duties as assigned.

Competencies

- Professionalism:
Demonstrates knowledge of document management as well as electronic record-keeping and relevant information systems and networks; demonstrates knowledge of editorial practices, including typographic standards, policies, processes and procedures related to the production of documents; has an expert command of the Microsoft Office Suite, SharePoint and Adobe Acrobat; has the critical ability to work under pressure, with a high level of concentration, attention to detail and complete discretion; has the ability to undertake research, maintain records, organize information, compile statistics and retrieve necessary materials with maximum speed and accuracy; has the ability to adapt to changing procedures and modus operandi; 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.

- 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; builds consensus for task purpose and direction with team members; 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.

- Technological awareness:
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

- Communication:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

Secondary education (high school diploma or equivalent);

Training in document management, information management, electronic record-keeping systems or a related area would be an asset.

Work Experience

- A minimum of seven years of experience in documents processing, document management, electronic record management, conference services or a related area, is required.

- Excellent knowledge of editorial practices, including typographic operations and standards, as well as electronic record-keeping and relevant information systems and networks, is required.

- Excellent command of the Microsoft Office Suite, SharePoint and Adobe Acrobat; experience with InDesign is desirable.

- Experience in proofreading, copy editing or a related area is desirable.

- Relevant experience within the United Nations or similar organization is desirable.

- Experience in a judicial environment is desirable.

Languages

English and French are the official and working languages of the Court. A perfect command of one of these languages is required, as well as a good working knowledge of the other. Knowledge of other official languages of the United Nations would be an asset.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Remuneration: Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.


AS AN EQUAL OPPORTUNITY EMPLOYER, THE COURT ENCOURAGES ALL QUALIFIED INDIVIDUALS, IRRESPECTIVE OF GENDER, NATIONALITY, RELIGION, ETHNIC ORIGIN OR DISABILITY, TO APPLY.

The selected candidate may be subject to security clearance, including verification of the information provided and a criminal record check. All candidates should be prepared to submit an electronic copy of their passport and all diplomas listed on their profile when requested.

The Registrar reserves the right not to appoint any candidate to the post, or to appoint one at a lower level or on the basis of a modified job description. Applications that are found by the Court to meet the above criteria may be added to a reserve list in case a similar vacancy arises in the future.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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

THE 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.

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