Head of Unit, Meeting Support and Documentation

The OSC: The Organisation of Southern Cooperation (OSC) is an international intergovernmental Organisation, founded in January 2020 by countries from across the Global South, to “contribute to the equitable, just, and prosperous social transformation of societies by promoting balanced and inclusive education, in order to attain the fundamental rights to liberty, justice, dignity, sustainability, social cohesion, and material and immaterial security for the peoples of the world”.

Office/Department: Office of General Assembly Management (GAM) / Executive Office of the Secretary General (EOSG=

Main Functions of GAM:

1. Provide support meetings organization and documentation to the General Assembly, the Council of Member States, and the Conference of Associate Members.
2. Support the President of the General Assembly in discharge of their duties.
3. Provide and documentation support to conferences and international meetings convened by the Secretariat.Role Summary:
   Reporting directly to the Director of the Office of General Assembly Management (GAM) and overall guidance of the Chief of Staff, EOSG, the Head Unit, Documentation is responsible for managing, supervising, and administering the Unit, prioritise, manage its work, supervise its staff). The role involves overseeing documentation support for the Organisation’s international meetings, conferences, workshops, and seminars.

Duties:

1. Support the supervisor in the performance of duties.
2. Establish document control procedures and standards; organize and assign work to Unit staff.
3. In coordination with Head of Unit, Translation and Interpretation, follow up on translation, editing, and reproduction of documents; distribute documents to meeting participants;
4. Manage the OSC Delegates Website and keep it updated,
5. Follow up the modern document management methodologies and make recommendations to introduce the in the Organisation;
6. Prepare the documentation centre ahead of the relevant conferences, meetings to support the participants in terms of their preparedness;
7. Ensure timely availability of documents to the Secretary-General, senior managers, participants and interpreters; in coordination with the substantive departments, provide interpreters with background information.
8. Supervise and coordinate temporary staff, including local support staff for meetings.
9. In coordination with Head of Unit, Translation and Interpretation, ensure organizational modalities of meetings comply with supervisor’s instructions.
10. In coordination with Head of Unit, Translation and Interpretation and the relevant Department(s), make sure that the minutes, summary reports and verbatim reports, as applicable, of the meetings are drafted accurately and efficiently.
11. Efficiently coordinate and administer the Unit’s daily work, covering meetings support and documentation.
12. Perform any other duty assigned by the supervisor.

Competencies:

1. Demonstrated professional competence and expertise in event organization, documentation, and preferably, translation, and interpretation services.
2. Strong oral and written communication skills.
3. Ability to operate effectively in a professional environment.
4. Ability to cooperate effectively with people of different national and cultural backgrounds.
5. Ability to withstand and work effectively in stressful situations.

Qualifications:

1. Minimum of six years of relevant professional experience, including event planning, meetings assistance, documentation, translation, and interpretation.
2. Knowledge of computer applications, particularly Microsoft Office programs.
3. Accuracy in compiling and maintaining lists for document distribution.

Language Requirements:

1. Fluent in English and at least one other official language of the OSC (French, Arabic, Spanish).
2. Additional knowledge of one or more official languages would be an asset.