Senior Documents Management Assistant

UN Secretariat; Montreal (administrative region); On-site; CAD 95,000 - 120,000; Full time

Job summary

The UN Secretariat in Montreal oversees translation operations for UNEP/SCBD, coordinating translation requests, teams, freelancers, and tools to ensure timely parliamentary documents and publications in all UN languages.

The role emphasizes managing costs, contracts, terminology work, and data analytics for reporting and knowledge management, with a focus on high-quality multilingual outputs.

Qualifications

• Minimum of ten years of progressively responsible translation management experience.
• At least five years using translation tools.
• Two years of supervisory experience desirable.

Responsibilities

• Manage translation requests and processes for parliamentary documents and publications.
• Lead and coordinate translation teams, including freelance translators.
• Oversee freelance translator rosters and recruitment.
• Monitor translation work programming and capacity utilization.
• Assist in costing translations and contracting external providers.
• Provide training on procedures and tools to staff and freelancers.
• Maintain translation assignment status for timely delivery and payments.
• Develop and test translation tools and in-house documentation management tools.
• Oversee terminology work and maintain a multilingual glossary.

Skills

Translation management

Team leadership

Data analytics

Project coordination

Communication

Education

High school diploma or equivalent

Certificate in language studies (desirable)

Tools

Translation memories

Machine translation

Terminology databases

Job description

Organizational context: The United Nations Environment Programme (UNEP) hosts the Secretariat of the Convention on Biological Diversity (SCBD) in Montreal. This role is within the Office of the Executive Secretary (OES) of the SCBD, reporting to the Editor in charge of the Documentation and Language Unit, under the guidance of the Deputy Executive Secretary.

Job purpose: This role is responsible for managing translation requests and processes for parliamentary documents and publications in all official UN languages. It involves leading translation teams, managing freelance translator rosters, monitoring work distribution, and providing expert assistance in costing and contract administration. The position also supports the development and use of translation tools, oversees terminology work, manages document templates and formatting, and assists with referencing and pre-editing. Additionally, the role contributes to data analytics for reporting and knowledge management, ensuring timely delivery of translated materials.

Responsibilities: Manage translation requests and processes for official UN languages, ensuring timely delivery of parliamentary documents and publications. Lead and coordinate translation teams, including freelance translators, during meetings and for other assignments. Oversee the management of freelance translator rosters, monitor performance, and assist in recruitment. Monitor translation work programming, ensuring equitable distribution and efficient capacity utilization. Provide expert assistance in costing translation work and administering contracts with external service providers. Answer queries from translators and provide training on procedures. Maintain status of translation assignments for timely delivery and payments, and generate statistical reports. Research, advise on, and oversee the testing and use of translation tools like translation memories and machine translation. Provide guidance and technical assistance on translation tools to staff and freelancers. Assist in developing in-house documentation management tools. Oversee and conduct terminology work, maintaining a multilingual glossary and contributing to the UN Terminology Database. Prepare and monitor document templates and formatting in all translation languages, applying macros as needed. Assist translators with formatting queries and document correction. Post documents online and to the UN Official Document System. Identify and retrieve reference materials for translation. Perform pre-editing functions and report errors to editors. Assist with data collection, analysis, presentation, and visualization for reporting and knowledge management.

Education: A high school diploma or equivalent is required. Completion of a technical or vocational certificate in language studies is desirable.

Work experience: Requires a minimum of ten years of progressively responsible experience in translation management or related documentation, with at least five years in using translation tools. Two years of supervisory experience is desirable. Experience in an international organization or multicultural environment and one year of data analytics experience are also desirable.

Skills: Professionalism, Planning and Organizing, Teamwork, Analytical ability, Data analysis and interpretation, Conscientiousness, Efficiency, Persistence, Calmness under stress, Gender equality commitment, Goal setting, Prioritization, Risk assessment, Time management, Collaboration, Communication, Problem-solving.

Required languages: English, French

Desired languages: