Documents Management Assistant

The Documents Management Assistant supports the Documents Control function and IMODOCS with documents in the six languages of the Organization. The role manages the frontline Document Counter service during meetings, ensures timely distribution of documents, and provides office support for virtual and hybrid meetings.

Responsibilities

• Monitor internal document management systems, including gDoc and IMODOCS, to ensure timely and accurate processing and distribution of all IMO meeting documents and other jobs (e.g. certified copies).
• Liaise directly with submitting officers regarding any queries and transmit corrections, as appropriate, to the translation sections involved.
• Publish final documents on IMODOCS in all working/official languages, without direct input from the line manager.
• Coordinate with the relevant technical Divisions and translation sections during meetings to ensure timely processing of in-session documents.
• Provide frontline assistance to IMO delegates at the Document Counter, independently answering a wide range of individual queries and requests, drawing on sound knowledge and recollection of decisions and practice from past meetings.
• Distribute hard copies to Member States and NGOs prior to and during meetings according to priorities, and ensure timely distribution of in-session documents, both electronic and in hard copy.
• Work out-of-hours and night shifts independently at the Document Counter, taking timely decisions on document management under strict timeframes.
• Assist the Senior Printer in the delivery of hard copies, including batch printing of sets (print-on-demand) to support interpreters and the Secretariat.
• Coordinate with the relevant IMO Divisions and Sections involved in IMO meetings to ensure efficient distribution of documents (working papers, briefs, status reports).
• Calculate printing figures for each meeting based on the meeting registration system (OMRS) to ensure PaperSmart distribution of documents.
• Provide documentation (e.g. J papers) to delegations ahead of the start of each meeting in the Plenary Hall, and undertake internal posting of meeting documents to the Secretariat in a timely manner, including preparation of sets for the podium.
• Provide interpreters with select background publications during meetings, choosing resources based on an understanding of the key issues under discussion.
• Ensure timely transmission of statements received from delegations, in electronic and hard copy, to interpreters' booths and the Secretariat within critical deadlines.
• Distribute meeting documents to interpreters prior to and during each meeting, and liaise with interpreters on documentation issues, including updating publications and reports in the interpreters' booths.
• Provide office support for all systems during virtual and hybrid meetings.
• Work night shifts independently, as required, to ensure meeting delivery.
• Undertake other duties connected to the work of the Documentation and Language Technologies Section as may be assigned.

Requirements

• Secondary education or equivalent to university entrance standard.
• At least four years' experience in document management, meetings/events management or a related field, within an international, multilingual environment is required.
• Experience in publishing and/or logistics management is desirable.
• Prior experience within the United Nations system, or another international organization, in a similar function is an advantage.
• Excellent command of English, both written and oral, is required.
• Working knowledge of other official languages of the Organization would be an advantage.
• Proficiency in MS Office applications and document management software is required.
• The ability to use technology confidently and effectively, and to adapt quickly to new systems and digital tools, is required.
• Knowledge of IMODOCS and related IMO systems, printing machinery and software is a strong asset.
• Familiarity with support services to translation and interpretation in the context of conference management is an advantage.

Skills

• Document Management
• Meeting Management
• Event Management
• Publishing
• Logistics Management
• Microsoft Office Suite
• IMODOCS
• Printing Machinery Operation
• Translation support
• Interpretation Support
• Online Meeting Support
• Hybrid Meeting Support

Languages

English