Administrative Assistant – Conference Division

1  Undertake relevant administrative duties and provide ad hoc general administrative support to the Senior Administrative Assistant. 

2  During periods of absence of the Senior Administrative Assistant, deal with all routine administrative matters, in consultation with the Head of Section. 

3  Reference and assemble documents as instructed, using CAT software as necessary and attaching all relevant reference material. 

4  Assist in the compilation and updating of electronic reference materials for use by translators (i.e., list of international bodies, titles of conventions, etc.)

5  Assist with the preparation and sending out documents for contractual translation, including reference material, invoices, etc.

6  Maintain the Section’s documents, archives, and reference library, and record all reference material on loan to individual translators, while keeping up to date with their filing.

7  Assist with the channelling and distribution of work to translators and revisers, including the reception and distribution of journals and information material.

8  Prepare files for translators working on reports during meetings, reference urgent documents when required, i.e., working papers and letters, attaching all relevant reference material.

9  Assist the Word Processing Unit on demand.

10  Assist with the registration of documents received for translation and maintain records of work in hand and those completed.

11  Request stationery supplies and ensure availability of replacement stock, as necessary.

12  Perform any other related duties, as required.