Document Management Assistant (G-4)

Organisational Context

Provision of high quality language services for efficient conduct of Court business:

The Language Services Section (LSS) provides language services to the organs of the Court, i.e. translation, revision and editing of Court documents; consecutive and simultaneous interpretation for meetings, trial hearings, press conferences, specialized seminars, diplomatic briefings and other events, held in-house or away from the seat of the Court; assistance and guidance in terminology and references, management of language tools to make sure that consistent terminology is used in all the organs of the Court; recruitment, training, and accreditation of interpreters needed for work with Registry officials in the field and/or at the seat of the Court; provision of relevant information to service users to make them familiar with all the types of language services provided and with the procedures and requirements of the professions in question.

Duties and Responsibilities

Under the direct supervision of the Translation Coordination Assistant and overall supervision of the Head of the Translation Support and Terminology Unit, the incumbent will perform the following duties:

• Manage the workflow of translation requests by providing technical and other support;
• Assist and train requesters regarding the procedure of submitting translation requests through the workflow management tool used by the Section and guide LSS and ICC staff members in the use thereof;
• Assign security settings in the electronic document and records management system used by the Section to the documents received and to their translation;
• Process translation and other related requests in a timely manner, from initial receipt until delivery;
• Track, update and enter information in the relevant electronic databases, to monitor and prevent the duplication of translation work;
• Distribute assignments (translation, editing, revision, proofreading and correction tasks) to the relevant language staff (LSS staff members, interns, visiting professionals and external translators) through the workflow management tools;
• Outsource translations to external translators as required;
• Produce statistics and ad hoc reports upon request on number and progress status of documents received;
• Maintain, initiate further development and fully participate in the testing of the relevant translation workflow management tools;
• Perform other duties as required.

Essential Qualifications

Education:

Diploma of secondary education. 

Experience:

A minimum of four years of progressively responsible professional experience, preferably, but not exclusively, in clerical and administrative assistance or document and information management. A university degree, being at advanced or first-level, may be considered as a substitute for two years’ of working experience only to determine eligibility. Work experience in a language services setting would be an asset.

Knowledge, skills and abilities:

• Knowledge of document processing. Excellent skills in Microsoft standard applications;
• Accuracy and attention to detail;
• Excellent planning and organising skills, demonstrated ability to prioritise in times of extreme workload, to work under pressure and within tight deadlines;
• Good written and oral communication skills and ability to work independently and as part of a team in a multi-cultural environment, with sensitivity and respect for diversity;
• Strong client orientation and ability to respond to the needs of requesters and users in an impartial manner, with tact, diplomacy and respect for confidentiality;
• Technological awareness and ability to adjust the workflow to meet changing needs;
• Flexibility and willingness to learn new skills.

Knowledge of languages:

Proficiency in one of the working languages of the Court, English or French, is required. Working knowledge of the other is desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian or Spanish), Dutch or languages related to any of the cases before the Court will be considered an asset.