Supervisor, Documents Control Unit

vor 3 Wochen

Wien, Österreich OSCE Vollzeit

**Background**:
The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence
- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his/her activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague (DCiP). The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairpersonship, and management decisions taken by the Secretary General.

Conference and Language Services provides professional support to the decision-making bodies of the OSCE and the respective delegations on matters dealing with the organization of meetings, including interpretation and translation, documents control, editing and text processing services. The Language Services Section co-ordinates linguistic and text processing support for meetings and the OSCE Secretariat. The Documents Control Unit receives draft documents from in-house and outside sources for editing, translation, text processing.

**Tasks and Responsibilities**:
Under the direct supervision of the Chief Linguist, the Supervisor, Documents Control Unit establishes and oversees document control procedures and standards and organizes and assigns work to the Unit’s staff and Language Assistants. The Supervisor, Documents Control Unit provides guidance and advice to the Unit’s staff and Language Assistants, co-ordinates the Language Assistants’ and Translators’ work with the CAT tool (Trados) and is responsible for the electronic database.

1. Establishing, maintaining and updating procedures and standards for the receipt, text processing and quality control of documents:

- Maintaining and updating the electronic database, including the documentation coding system;
- Determining the appropriate format and layout for documents and revising them as required;
- Establishing and providing reference material;
- In close co-ordination with the Chief Linguist, arranging for additional translating and editing resources, as needed;
- Compiling, maintaining and updating a manual on Documents Control methods, procedures and workflows;
- Maintaining daily, monthly and yearly workload statistics and providing regular ad hoc reports on editing, translation, document processing and other workload issues.

2. Receiving, registering, analysing, classifing and assigning documents for text processing and translation:

- Receiving, classifing and logging in documents received from the Secretariat, delegations and OSCE institutions for editing, translation and text processing with the CAT tool;
- Assigning job numbers and co-ordinating internal and external deadlines for document preparation;
- In co-operation with the Translators, establishing and re-establishing, as necessary, priorities and deadlines for work; passing on documents to the Editor, Language Assistants and Translators in the various language units for processing; co-ordinating the work of the language units;
- Logging the completion of jobs by the Editor, Translators and Language Assistants and returning the processed documents to their originators;
- Keeping records of editing and translation work in process; keeping electronic files of edited and translated documents.

**3. Ensuring that all documents meet established standards**:

- Copy-editing texts in preparation for submission to the Editor; marking all changes or corrections in documents submitted to the language units for translation;
- Submitting editorial proposals to the originators of documents for approval and answer related questions; ensuring that editorial changes are correctly incorporated into documents;
- Checking documents for overall completeness, accuracy and compliance with client requirements and verifying the visual and terminological consi

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