Documents and Publications Distribution Assistant

vor 3 Monaten

Wien, Österreich United Nations Vollzeit

Org. Setting and Reporting
- 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
- Education
- High school diploma or equivalent.
- Job - Specific Qualification
- Not available.
- Work Experience
- 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
- Special Notice
- United Nations Considerations
- 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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