Senior Documents Management Assistant

### Org. Setting and Reporting The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for sustainable development. A key agreement opened for signature at Rio was the Convention on Biological Diversity (CBD). The Convention has three objectives: the conservation of biological diversity, the sustainable use of its components and the fair and equitable sharing of the benefits arising out of the utilization of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal, Canada and is administered by the United Nations Environment Programme (UNEP). This post is in the Secretariat of the CBD, in Montreal within the Office of the Executive Secretary (OES). Under the overall guidance of the Deputy Executive Secretary and the direct supervision of the Editor in charge of the Documentation and Language Unit, the incumbent will carry out the following functions: ### Responsibilities A. Translation Management: a) Manages translation requests and assists in the implementation and development of translation processes in all relevant official United Nations languages for the parliamentary documents and publication materials of the Secretariat. b) Leads and coordinates the teams in charge of translation management and the work of translators in all United Nations official languages during meetings. c) Under the supervision and guidance of the Editor or the Chief of Unit, manages the rosters of freelance translators in all United Nations languages, ensuring that the rosters meet the needs of the Secretariat by monitoring the performance of each translator and making recommendations for the recruitment of new translators. Selects or assists with the selection of teams of freelance translators from the rosters for in-session and out-of-session work. d) Monitors the programming of translation work, including by ensuring the equitable distribution of work among translators and the efficient and effective capacity utilization, in collaboration with the Editor. e) Provides expert assistance in the costing of translation work, including by preparing, reviewing, analysing and assisting in the finalization of cost estimates. f) Assists with day-to-day administration of contracts between the United Nations and external contractors for outsourced services. g) Answers queries from freelance translators, including on content, and provides them with training on translation procedures. h) Maintains or oversees the maintenance of the status of translation assignments to ensure timely delivery and payments, and provides related status and statistical reports, as requested. B. Translation tools: a) Performs research into and provides advice on translation tools, such as translation memories and machine translation, keeps abreast of developments in technology and in United Nations use, policy and guidance regarding such tools, and oversees their testing and use, as relevant. b) Provides advice, guidance, training and technical assistance to other staff members and to freelance translators in the area of translation tools, as needed. c) Assists in the development of an in-house documentation management tool, in particular the translation module. C. Terminology: Oversees and conducts terminology work, in collaboration with the translators, by developing and maintaining an in-house multilingual glossary and sending feedback or record creation requests to the United Nations Terminology Database. D. Document templates, formatting and posting: a) Prepares and monitors the use of document templates in all translation languages in accordance with existing guidelines, including for tables, graphics and charts, and applies or develops macros and templates in MS Word in those languages, as needed. b) Assists translators with formatting queries and correct documents, as necessary. c) Posts documents online or submits them for posting, including to the United Nations Official Document System. E. Referencing and pre-editing: a) Identify reference material needed for translating into the six official languages of the United Nations, as retrieved from the Secretariat website, the Official Document System of the United Nations, the United Nations Terminology Database, the Internet, the intranet or any other relevant source. b) Performs some pre-editing functions and brings errors in text to the attention of the responsible editor. F. Data analytics: a) Assists 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. b) Assists with visualizations and updating information material such as web pages or brochures. G. Other tasks: Executes any other duties as required by the supervisor. ### Competencies Professionalism: Demonstrated analytical ability. Ability to analyse and interpret data in support of decision-making. 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. Commits to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all areas of work. 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; 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. ### Education High school diploma or equivalent is required. ### Job - Specific Qualification Completion of a technical or vocational certificate in language studies is desirable. ### Work Experience A minimum of ten years of progressively responsible experience in translation management or related documentation is required. A minimum of five (5) years of experience in the use of translation tools is required. A minimum of two (2) years of supervisory experience is desirable. Work experience in an international organization or in a multicultural and multilingual environment is desirable. One year or more of experience in data analytics or a related area is desirable. ### Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). .headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold;