Senior Assistant, Documents Control Service, Division for Member Parliaments and External Relations, Grade G6

• Supervise the initial development and management of a new on-line database, with focus on IPU Groups and Working Committees, and supervise its updates.
• Organize and coordinate the work of the typing pool.
• Make proposals when necessary to adapt or improve working methods to ensure maximum cost effectiveness.
  • Organize the work of the Service to run efficiently during the year;
  • Evaluate the amount of work at different periods of the year and propose solutions to ensure that it is accomplished, including during holiday periods.
• Recruit and supervise external collaborators:
  • During IPU Assemblies, organize the team of English and French typists, both permanent and temporary, and ensure the distribution of work;
  • Train and supervise the work of new external collaborators and provide technical support to the secretaries/typists;
  • Provide advice for the recruitment of temporary typists and organize tests to be taken by candidates.
• Coordinate secretarial and administrative support for some specialized meetings (PCWTO, Climate Change, etc.).
• Provide general secretarial, clerical and administrative support services for the Division.
• Copy type and format letters, reports and papers, documents, including statistical tables in two languages.
• Scan documents and convert electronic files from one format to another; receive and distribute documents by hard copy, fax, and email.
• Other such duties as assigned by the Director of the Division for Member Parliaments and External Relations and consistent with the overall responsibilities of the position.

Work implies frequent interaction with the following:

Staff of the Division for Member Parliaments and External Relations
Staff of the IPU Secretariat
Members of delegations
Temporary Staff (Secretaries, Translators)

Expected results

A reliable and regular running of the service, timely organization and distribution of work in order to comply with the deadlines established by the Statutes and Rules. Excellent coordination with other services, particularly the Language Services in order to have a fluent and rational organization of work. Regular and reliable assistance to other services in the research of correspondence and other documentation maintained in the current files. Good coordination of the work of the typing pool on the occasion of Assembly meetings and appropriate and reliable information provided to delegates in this area.

Competencies

Professionalism: Good organizational skills and initiative to coordinate the work of a team. A good knowledge of the IPU'S policies, procedures and practices. Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps.

Planning and Organizing: Demonstrate organizational skills; ability to propose solutions and handle a large volume of work in an organized, efficient and timely manner; ability to handle multiple tasks simultaneously.

Communication: Ability to write in a clear and concise manner and to communicate effectively orally.

Technological awareness: Proficiency in office applications.

Teamwork: Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Commitment to continuous learning: Initiative and willingness to learn new skills.

Qualifications

Education: High school or equivalent diploma.

Experience: Several years of experience in document control is desirable.

Language: Excellent working knowledge of one of the two official written languages of the Inter‑Parliamentary Union and a very good knowledge of the other.

Other skills: Good knowledge of word-processing and other software and good word processing speed.

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 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 82’401 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 under-represented sex and persons from countries not represented in the Secretariat.

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