Language Services Assistant
vor 2 Wochen
This position is located in the Russian Translation and Text Processing Section (RTTS) of the 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 to the Chief of Section. This position is under the general supervision of the Chief of the Russian Section.
**Responsibilities**:
Within limits of assigned authority, the Language Service Assistant (Russian) will be responsible for the following duties:
- Coordinate and track the entire workflow of the Section from reception of client submissions to delivery of translations (an increasing volume of work, including substantial publications and urgent parliamentary in-session documents with competing deadlines for multiple clients among the Vienna-based organizations);
- Assist the Chief of Section in planning, prioritizing and allocating the Section’s work; distribute the work to translators and revisers, specifying deadlines; communicate with staff working according to three operational modes (in-house, teleworking and off-site) over several countries in different time zones to ensure the coordinated timely delivery of translations; initiate each stage of the workflow in the units;
- Ensure continuous and seamless communication between all members of the Section (including teleworking and off-site staff) and the Document Management Unit (DMU), including the contractual services team, so as to guarantee a constant workflow, negotiating deadlines with DMU as necessary and, in close collaboration with DMU staff, setting priorities within the Section according to clients’ needs;
- Monitor documents sent out for external translation and coordinate their return to the Section for revision, quality control and/or formatting, ensuring that all aspects of the follow-up procedures are completed in a timely manner with a view to full quality assurance;
- Assist the Chief of Section in planning temporary recruitments with due regard to achieving a balanced workforce in the Section between off-site and in-house translators and prepare the recruitment requests for the Chief of Section;
- Assist the Chief of Section in planning and organizing shift schedules, inform staff of their shift assignments and communicate relevant information to all concerned;
- Provide basic computer technical support to all staff in the Section; arrange for software upgrades, provide assistance in finding references and databases; assist with the operation of software; assist in troubleshooting basic computer problems in a timely manner; maintain contacts with the Information Technology Service (ITS), reporting any problems to its HelpDesk;
- Perform independently and effectively the full range of office management and administrative support functions, including time keeping, and attendance records for all Section staff; prepare attendance reports and enter all data, including contractual information into gDoc;
- Maintain and verify translation productivity and production statistics for the purpose or periodical performance reporting and capacity planning; assist in providing other statistical analyses based on gDoc and gData to produce reports on various aspects of workflow and working procedures;
- Organize and maintain the Section’s reference library; in addition to UN documents, purchase, register, classify and distribute reference books, periodicals and other materials, as appropriate;
- Assist in the administration of the Section’s traineeship and internship activities by liaising with the Human Resources Management Service (HRMS) to ensure smooth implementation of logístical arrangements, as appropriate;
- 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 tasks as required.
Competencies
- 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.
- 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. Tactfulness and ability to mobilize staff within tight deadlines.
Education
High school diploma or eq
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