Team Assistant, Publication and Dissemination Unit (G4, Temporary, 3-4 months)

Closing date: 7 Feb 2010
Vacancy number: ADM 004

Responsibilities
Under the overall supervision of the Head of the Publication and Dissemination Unit and the direct supervision of the Associate Editor, the incumbent will:

• Provide general office support; respond to information requests and inquiries, or route to appropriate personnel; process, draft and finalize correspondence and other communications; maintain files/records, monitor deadlines, etc.
• Coordinate document dispatches by UNOG to appropriate mailing lists; dispatch publications directly to fulfil orders and requirements of staff travelling on mission and of UNRISD events.
• Update UNRISD website (Documents and Publications CMS database), including drafting content; post UNRISD publications and review content submitted by other contributors.
• Participate in the planning, coordination and implementation of displays and targeted dissemination of publications and other outreach materials. Liaise with relevant partners related to the planning of such dissemination, coordinate document dispatches, record data on results.
• Manage and update internal dissemination databases, including General mailing list, Thematic mailing lists, Inventory and Conference dissemination.
• Update the databases used to track use of UNRISD publications and research results by target audiences (“Media” and “Use”), including reviews and citations in academic journals, media coverage, citations in UN official documents and publications; permissions granted for course reading, translation and reprinting.
• Provide assistance in the production and delivery of data, information and reports of dissemination activities through use of the relevant internal databases. Generate a variety of reports, including inventory, mailing lists, sales and royalties, and tracking use, as well as others as required by key constituents.
• Perform other duties.

Work implies frequent interaction with the following: Staff members at all levels in UNRISD, in related organizational units in UNOG and UN Specialized Agencies. Representatives from NGOs, academia, professional communities and other targeted audiences.

Results Expected: Contributes to the effectiveness and efficiency of the unit by providing assistance in print and electronic dissemination, data management and reporting of activities under moderate supervision. Uses care and attention to detail in fulfilling requests, recording data and reporting results. Liaises and interacts with colleagues and concerned parties, internally and externally, in a timely manner.

Competencies:

• Professionalism: Knowledge of standard office procedures with an interest in knowledge-sharing and information dissemination. Sound knowledge of standard MS Office software, Access and Excel in particular, and their use for data entry, extraction and reporting. Understanding of the basic principles of Lotus Domino Content Management System. Demonstrates professional competence and mastery of subject matter; is conscientious, careful, accurate and efficient in meeting commitments, observing deadlines and achieving results.
• Communication: Speaks and writes clearly and effectively; correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; establishes and maintains effective working relations with people in a multicultural environment, with sensitivity and respect for diversity.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; manages time effectively.
• Creativity: Actively seeks to improve services and results; offers new and different options to solve problems or meet client needs; takes an interest in new ideas and new ways of doing things.
• Client Orientation: Establishes and maintains productive partnerships, and identifies and responds quickly and appropriately to clients’ needs.
• Technological Awareness: Shows initiative and willingness to learn new technical and data management skills.

Qualifications:

Education:
High school diploma or equivalent.

Experience:
Two to three years of experience in an office support role. Specific experience in an information dissemination role is an advantage. MS Office suite, including Access and Excel; Lotus Notes.

Language:
English and French are the working languages. For the post advertised, oral and written fluency in one is required, with working knowledge of the other.

Closing date:
The deadline for applications is Sunday 7 February 2010 (Midnight, Central European Time). If you are interested in the above position, please apply online by clicking the button below. N.B Only online applications via the UNRISD vacancy application system will be accepted.

We regret that due to limited staff resources only short-listed candidates will be contacted. Questions prior to application regarding this vacancy should only be directed via email to Alexander Dénis, Administrative and Finance Officer, at denis@unrisd.org.