ASSOCIATE DOCUMENTS MANAGEMENT OFFICER -

The Convention on the Conservation of Migratory Species of Wild Animals (CMS) is a global intergovernmental treaty aimed at the conservation and sustainable use of migratory species and their habitats. Numerous additional intergovernmental instruments on migratory species conservation have been adopted under the broad umbrella of CMS which are supported by the CMS Secretariat. The CMS Secretariat also provides the Secretariat for the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS). In addition, two regional agreements on migratory species adopted under CMS have their own Secretariats which are co-located with the CMS Secretariat in Bonn - the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA) and the Agreement on the Conservation of European Populations of Bats (EUROBATS). The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. In the present context, UNEP provides the administrative functions for the Convention on the Conservation of Migratory Species of Wild Animals (CMS), the Agreement on the Conservation of African-Eurasian Migratory Waterbirds (AEWA), the Agreement on the Conservation of Small Cetaceans of the Baltic, Northeast Atlantic, Irish and North Seas (ASCOBANS) and the Agreement on the Conservation of European Populations of Bats (EUROBATS) Secretariats. The position is located at the Secretariat’s offices in Bonn, Germany. Under the general supervision of the Executive Secretary of CMS and the day-to-day supervision of the Legal Officer and Head of Conference Services, the incumbent will be responsible for the following functions:

Key Responsibilities

1. Documentation Management

• Oversee the document production process for:
• The 8th meeting of the Sessional Committee of the Scientific Council
• The 15th meeting of the Conference of the Parties to the Convention on Migratory Species (COP15)
• Other related meetings
• Implement documentation standards, workflows, and templates to ensure the timely publication of materials in the three working languages.
• Conduct linguistic and terminological research; prepare glossaries and reference tools to support translation.
• Maintain a roster of external translators; provide briefings on Secretariat procedures, practices, and relevant terminology.
• Collaborate with the Documentation Team to ensure timely editing, translation, and posting of documents.
• Review and edit documents to ensure accuracy, quality, and consistency.
• Guide staff on document preparation and handling procedures; serve as the main point of contact for document-related queries.

2. Documentation During and After COP

• Manage in-session documentation processes during COP15, including document workflow and publication in three languages.
• Supervise the production flow of documents during the meeting; assign tasks within the translation team.
• Support translators with guidance on Secretariat practices and terminology.
• Assist in preparing the meeting report and outcome documents for final distribution.

3. Meeting Organization Support

• Assist in planning and scheduling meetings, including resource allocation, in coordination with the Head of Unit.
• Support logistical arrangements such as recruiting translators, interpreters, and report writers; assist with budgeting and procurement.
• Prepare and distribute agendas, invitations, and other relevant meeting materials.

4. General Administration

• Contribute to data collection and analysis; identify trends and patterns.
• Develop visual reports (charts, graphs, tables) to support planning, decision-making, and presentations.

Qualifications

Education:

• Advanced university degree (Master’s or equivalent) in Library and Information Science, Communications, Linguistics, Public Administration, Law, Business Administration, Management, or a related field.
• A first-level degree with relevant professional and academic experience may be accepted in lieu of an advanced degree.
• Training in data analytics, business analytics, or data science is desirable.

Experience:

• Minimum of 2 years of relevant experience in document management.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint) is required.
• Experience in UN document production workflows is desirable.
• Experience in quality control and editorial processes is an asset.
• Experience organizing UN or intergovernmental meetings is desirable.
• At least 1 year of experience in data analytics or a related area is desirable (not required for YPP or P-1 applicants with a related degree).

English, French and Spanish are the working languages of the Convention. For the post advertised fluency in English is required. Working knowledge in Spanish or French is desirable.

Deadline - 20.05