Document Management Assistant

The Document Management Assistant provides technical and administrative support for the management of translation requests and document workflow within the Language Services Section of the Registry. The role involves managing translation workflows, assisting users with submission procedures, assigning security settings, and producing reports to ensure efficient document processing.

Responsibilities

• 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.

Requirements

• Diploma of secondary education.
• 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 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.
• 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.

Skills

• Document Processing
• Microsoft Office Suite
• Planning and organisation
• Prioritization
• Written Communication
• Oral Communication
• Client Orientation
• Confidentiality Management
• Workflow Management Skills
• Report Production
• Translation Workflow Management
• Administrative Assistance
• Clerical Assistance
• Technological Awareness
• Multicultural Sensitivity

Languages

English, French