Head of Unit, Meeting Support and Documentation

Countries: Brazil, Colombia, Ethiopia, Spain

Organization: Organisation of Southern Cooperation

Closing date: 28 Feb 2025

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. Facilitate the organization and documentation of support meetings for the General Assembly, the Council of Member States, the Conference of Associate Members, and other OSC events.
   
2. Assist the President of the General Assembly in fulfilling their responsibilities.
   
3. Provide documentation support for conferences and international meetings convened by the Secretariat.
   Role Summary:
   Reporting directly to the Director of the Office of General Assembly Management (GAM) and under the overall guidance of the Chief of Staff, EOSG, the Head of Documentation Unit is responsible for managing, supervising, and administering the Unit. This involves prioritizing and overseeing documentation support for the Organization's international meetings, conferences, workshops, and seminars.
   

Duties:

• Develop document registration and management policies.
• Establish document control procedures and standards and assign work to Unit staff.
• Coordinate with the Head of Unit for Translation and Interpretation to manage document translation, editing, and distribution.
• Maintain and update the OSC Delegates Website in collaboration with the IT Section.
• Stay updated on modern document registration and management methodologies and make recommendations for their implementation within the OSC.
• Prepare the documentation center for relevant conferences and meetings to support participants' preparedness.
• Ensure timely availability of documents to relevant parties and provide interpreters with necessary background information.
• Ensure all documents amended during meetings are properly reviewed, cleared, and documented.
• Develop and implement document registration and management policies to ensure consistency and compliance with statutory requirements.
• Establish and maintain efficient physical and electronic document organization systems.
• Supervise and coordinate temporary staff, including local support staff for meetings.
• Monitor document workflows to ensure timely review, approval, and distribution.
• Conduct regular audits to assess document quality, accuracy, and availability and propose improvements.
• Organize training sessions for Unit employees on document registration and management procedures and provide ongoing support.
• Stay updated on trends and advancements in document registration and management technologies and recommend suitable solutions.
• Ensure meeting organizational modalities comply with supervisor's instructions.
• Coordinate with relevant departments to ensure accurate drafting of meeting minutes, summary reports, and verbatim reports.
• Efficiently administer the Unit's daily work, covering meetings support and documentation.
• Perform any other duties assigned by the supervisor.

Competencies:

• Demonstrated expertise in event organization, documentation, and preferably translation and interpretation services.
• Strong oral and written communication skills.
• Ability to operate effectively in a professional environment.
• Effective cooperation with individuals from diverse national and cultural backgrounds.
• Capacity to work effectively in stressful situations.

Qualifications:

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

Language Requirements:

• Fluent in English and at least one other official language of the OSC (French, Arabic, Spanish).
• Additional proficiency in one or more official languages of the OSC is advantageous.
• Fluency in English and preferably Spanish, or at least one of the other official languages of the OSC (French, Arabic), is an additional advantage.

How to apply

Qualified and interested candidates can apply for this position by sending their resume and cover letter to the following email addresses: hr.eosg@osc.int and hre@osc.int with the subject line “Head of Unit, Meeting Support and Documentation”

This is a full-time position based in Addis Ababa, Ethiopia, and welcomes applicants from any country.

The Organisation encourages applications from Latin America and Asia Pacific regions and strongly supports diversity and inclusion.

Applications will be reviewed as they are received until the position is filled.