Documents Management Assistant

The Documents Management Assistant supports the Documents Control function and IMODOCS (IMO's electronic document repository and distribution system) with documents in the six languages of the Organization.

The incumbent will manage the frontline Document Counter service during meetings, taking timely, independent decisions on document management under strict timeframes, including out-of-hours and night shifts, and is responsible for the timely internal and external distribution of documents to interpreters, Member States, NGOs and the Secretariat.

The post holder provides office support for all systems during virtual and hybrid meetings, coordinates with the relevant technical Divisions and Sections to ensure efficient distribution of documents, and supports interpreters through the timely provision of documentation. The role also assists the Senior Printer with the printing and distribution of documentation sets for interpreters, delegates and the Secretariat.

Documents control

1    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).

2    Liaise directly with submitting officers regarding any queries and transmit corrections, as appropriate, to the translation sections involved.

3    Publish final documents on IMODOCS in all working/official languages, without direct input from the line manager.

4    Coordinate with the relevant technical Divisions and translation sections during meetings to ensure timely processing of in-session documents.

Documents Counter service

5    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.

6    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.

7    Work out-of-hours and night shifts independently at the Document Counter, taking timely decisions on document management under strict timeframes.

Printing and meeting preparation

8    Assist the Senior Printer in the delivery of hard copies, including batch printing of sets (print-on-demand) to support interpreters and the Secretariat.

9    Coordinate with the relevant IMO Divisions and Sections involved in IMO meetings to ensure efficient distribution of documents (working papers, briefs, status reports).

10  Calculate printing figures for each meeting based on the meeting registration system (OMRS) to ensure PaperSmart distribution of documents.

11  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.

Support to interpreters

12  Provide interpreters with select background publications during meetings, choosing resources based on an understanding of the key issues under discussion.

13  Ensure timely transmission of statements received from delegations, in electronic and hard copy, to interpreters' booths and the Secretariat within critical deadlines.

14  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.

Other

15  Provide office support for all systems during virtual and hybrid meetings.

16  Work night shifts independently, as required, to ensure meeting delivery.

17  Undertake other duties connected to the work of the Documentation and Language Technologies Section as may be assigned.

Secondary education or equivalent to university entrance standard.

The first year of contract will be probationary with the possibility of further extension subject to satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK.