Document Management Assistant, Support Services Division, Grade G4

Organizational Setting and Reporting Relationships: Reporting to the Director of the Support Services Division, the Document Management Assistant manages the IPU printshop and mailroom, coordinates the production and shipping of documents for the Inter-Parliamentary Union and ensures electronic filing of official documents into an electronic library.

Responsibilities: The specific duties of the Document Management Assistant are as follows:

• Plan and schedule the tasks of the printshop and mailroom in coordination with the IPU divisions;
• Reproduce documents and publications as per requests from the different divisions; collect and understand demands, preparation of documents, suggest alternative lay-out options to reduce costs, print on demand on appropriate substrates, finishing as requested, parcel delivery if needed;
• File official documents of the IPU, deliver copies to the archives and save electronic copies;
• Send documents and publications to Members and different categories of correspondents as per request;
• Respond to requests for publications and keep a record of requests; organize the stock of publications;
• Keep mailing lists up to date for both postal and electronic shipping;  Gather official documents required for printing during the Assembly both in paper and electronic form;
• Organise procurement for purchase of paper and shipping services in accordance with IPU procurement rules;
• Plan and schedule the shipment of IPU material for Assemblies in consultation with shipping agent and host parliament;
• Prepare and distribute the shipping trunks to the various divisions and prepare the bill of lading required for the preparation of customs documents;
• Maintain a register of all shipments documentation;
• Verify all invoices related to different shipments before they are submitted for payment;
• Manage postal shipping, including collecting post from post office and sending mail and packages.
• Work with other assistant colleagues in the Division to cover for some of their tasks during their absences as instructed;
• Perform other such duties as assigned by the Director and consistent with the overall responsibilities of the position.

During Assemblies (twice a year): 

• Organise procurement of the rental of copy machines for Assemblies and meetings in Geneva;
• Organize and supervise the work of the reproduction unit in cooperation with the organizing committee;
• Organize the document distribution service and instruct the local staff engaged to distribute documents;
• Ensure that documents are distributed to delegates before and during the sessions;
• Prepare sets of documents for all the meetings and ensure that they are made available before deadlines; 
• Instruct the conference assistants in the meeting room and supervise their work;
• Take into account the IPU’s decision to print fewer paper copies in conformity with its PaperSmart policy.

Work implies frequent interaction with the following:

• Secretariat
• Customs and shipping companies 
• Selected Suppliers 
• During Assemblies abroad:
• - Parliamentary Delegations
• - Staff of the Organizing Committee

Results expected:

Fulfil all duties required to ensure that materials are distributed to Members cost effectively and on time. Demonstrate a sound knowledge of the working of the IPU and its activities, continuous flexibility and an ability to work under pressure. It should be noted that this job description will be evolving towards more electronic data management in the course of the coming months to adapt to an environment requiring less paper; the incumbent will therefore be required to have the ability to post electronic documents onto various media as required.

Competencies: 

• Professionalism: Ability to work under pressure and meet tight deadlines. Autonomous, self-driven and motivated, consistent and regular. Proven ability to produce high quality work;
• Planning and organizing: Demonstrated organizational skills; ability to handle a large volume of work in an efficient and timely manner; ability to handle multiple tasks simultaneously; 
• Communication: Ability to write in a clear and concise manner in French and English and to communicate orally in both languages; 
• Technological awareness: Proficiency in office applications; online posting on the web and other media such as phone applications. Proficiency in handling complex print engines to enable printing on demand of publications; PRISMAsync/Fiery controller knowledge; 
• Teamwork: Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity; team spirit. Adaptability to varying working environments and conditions; 
• Commitment to Continuous Learning: Willingness to keep abreast of new developments in the relevant field and to develop own skills;
• Confidentiality, tact, good general knowledge.

Qualifications: 

• Education: Post-secondary school or specialised diploma in printing technology (technical art, print industry, print operator, document management and scanning technology specialist) and knowledge and understanding of printing and electronic data management technology;
• Experience: At least two years of relevant training in document reproduction and expedition including experience in the supervision of a small team of temporary staff;  Language: Excellent reading and writing skills in French or English, and working knowledge of the other; knowledge of Spanish, Arabic and/or other languages will be an advantage;
• Other Skills: Demonstrated capability with information technology, especially file format transfers and document manipulation.

Duties applicable to all staff:

Actively work towards the achievement of the IPU’s strategic objectives. Perform any other work-related duties and responsibilities that may be assigned by the Director and the Secretary General.

Compensation:

The Inter Parliamentary Union offers an attractive salary and benefits package comparable to that of other international organizations headquartered in Geneva. The net salary for this position starts at CHF 67’376 commensurate with education and experience.

Employment Policy:

This position will be filled through a local recruitment process that will be open to internal and external applicants. From among equally qualified candidates, preference will be given to the underrepresented sex and persons from countries not represented in the Secretariat.

This position will be based in Geneva and will require travelling. It will be for an initial period of two years, renewable depending on satisfactory performance and availability of funding.