As a member of the Executive Board Branch, the incumbent supports the timely preparation of documentation for the Executive Board and updates/maintains the Executive Board section of the UNFPA website.

Organizational setting

The post of Editorial/Website Assistant is located in the Executive Board Branch (EBB) in the Office of the Executive Director (OED) in New York.

The incumbent reports to and assists the Reports and Editorial Advisor; helps to develop communication materials for the Executive Board; provides editorial and administrative support related to the editing and translation of Board documentation; and updates/maintains the Executive Board section of the UNFPA website.

Main tasks and responsibilities

1. Supports the Reports and Editorial Advisor in the preparation of Executive Board documents (35% of time):

Prepares document workload estimates/forecasts/checklists for each Board session based on the programme of work for the upcoming year and other sources, in liaison with the UN Documents Unit, the Executive Board Secretariat and external editorial and/or translation contractors;

Prepares and regularly updates the ‘status of documents’ (tracking) table for each Board session to support timely submission and translation of documents and their issuance in the UN Official Documents System (ODS) and posting on the UNFPA website; update the rolling plan or other document forecast tools;

Assists the Reports and Editorial Advisor in preparing document templates (CPDs and policy documents) in English;

Formats documents according to UN editorial guidelines; proofreads and fact-checks texts, as needed; creates and maintains document files; provides references in relevant languages for each document, as needed;

Submits documents to the UN (DGACM) or external contractors for translation or, as needed, for editing;

Liaises with the UNFPA procurement unit regarding all external contractors (editing and translation); maintains the requests for quotes (RFQs) and invoices with all contractors; ensures procurement regulations are followed in all documentation-related contracts;

Helps to prepare and submit corrections and revisions to documents, and submits them to UN and other external contractors for translation, reviewing final documents to ensure corrections were made, among other quality-control measures.

2. Maintains and updates UNFPA Executive Board website (55% of time):

Posts documents (in all available languages) and related information for Executive Board members to the UNFPA Executive Board website in English, to the PaperSmart portal, and to other sites, as appropriate;

Coordinates and proactively updates content of the Executive Board website, including to ensure an up-to-date list of meetings and events, and their supporting documentation, are properly reflected;

Oversees all content management of the website, with a particular focus on ensuring the content is all correct and accurate and that the website is user-friendly in that all documents and meetings can easily be found;

Manages the overall look and feel of the website, updating photographs and other content as needed;

Ensures all information on the website is current and up-to-date, including the list of Members of the Board and the Bureau of the Board;

Assists the Reports and Editorial Advisor in liaising with regional and country offices and substantive offices at headquarters, particularly related to all headquarters reports or country programme documents (CPDs) and related supporting documents; this involves collection, archiving, logging/tracking of document drafts and posting of final versions on the Executive Board website;

Producing other web content for the Executive Board section of the UNFPA website, as needed;

Coordinates with the Media and Communications Branch to address any issues related to the functionality of the Executive Board section of the website, and reporting web support requests to the Media and Communications Branch;

Maintains an electronic archive of important resources and policy papers, in consultation with the Reports and Editorial Advisor;

Maintains a digital reference collection of documents on the UNFPA internal shared drive, as appropriate.

3. Provides support for, during and following Executive Board sessions (10% of time):

Assists, under the guidance and supervision of the Reports and Editorial Advisor, with planning, coordinating and follow-up of documentation for each Board session and other Executive Board meetings, as necessary;

Supports the Reports and Editorial Advisor during the process of Executive Board decision-making by (a) preparing and updating initial compilations of draft decisions; (b) coordinating the distribution of compilations and final draft decisions to Executive Board members; (c) proofreading and submitting draft decisions for translation, as needed; (d) preparing post-session compendiums of adopted decisions for processing/translation and posting on the website;

Assists in the distribution/dissemination of statements/reports/publications to Executive Board members and UNFPA staff during and between Board sessions, including by giving copies of materials to UN interpreters; collecting statements, power-points and other materials from UNFPA staff making presentations, for posting on the UN PaperSmart portal and other relevant sites;

Undertakes as back-up, in the absence of the Editorial Research Associate, responsibilities relating to conference services, including making sure necessary documentation for formal and/or informal Board meetings are made available.

Undertake any other tasks assigned by the Branch Chief or the Reports and Editorial Advisor.

Required Qualifications and Experience

Completion of secondary education;

Successful completion of the UN GGST;

Five (5) years of relevant experience, with excellent skills in administration and in research assistance;

Previous experience in the UN system an advantage;

Previous experience with web-based Content Management Systems, particularly Drupal 7, an advantage;

Good writing and communications skills, strong interpersonal and organizational skills;

Strong attention to detail and ability to manage multiple tasks of a high-profile nature;

Computer literacy – Word, Excel, PowerPoint, Adobe PDF, etc. and knowledge of Atlas/Peoplesoft.

Required Competencies

Values

. Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change

Core Competencies

• Achieving Results
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact

Functional Competencies

. Providing logistical support

. Managing data

. Managing documents, correspondence and reports

. Managing information and work flow

. Planning, organizing and multitasking

. Supporting financial data analysis

NOTE:

Please note that applicants applying for UNFPA General Service position located in USA must have a valid G-4 visa (granted on the basis of the duty station being USA), USA Citizenship or USA Permanent Residency at the time of application.  Candidates must also pass the United Nations Global General Service Test (GGST)/ASAT to be appointed.