OFFICE( 17)/85 
17-4784 
 
 
The recruitment policy of the WTO is to seek to attract and retain staff members  
offering the highest standards of competence, efficiency and integrity.  
As an Equal Opportunities Employer, the WTO gives full regard to merit and div ersity.  
______________________________________________________________________  
 
Vacancy Notice No.:  EXT/F/17 -61 Issued on:  11 September 2017  
 
Title:  Documents Control Specialist  Application Deadline (CET):  9 October  2017 
 
Grade:  4 
 Division : Languages , Documentation and 
Information Management  
(461,481 ) Contract Type:  Fixed -term 
 
Starting Salary : CHF 65,035  net per 
annum (approximate)  
 Duration:  Two years with the possibility of 
extension  
 
Other 
Conditions:  In accordance with WTO Staff Regulations and  Staff Rules and WTO Pension Plan 
Regulations.  
The World Trade Organization offers an attractive compensation package 
including an annual net salary (subject to mandatory deductions for pension 
contributions and health insurance), dependency benefits, pens ion plan, health 
insurance scheme, separation grant, and 30 days annual leave.  Benefits for 
internationally recruited staff may include travel and removal expenses on 
appointment and separation, installation grant, education grant, rental subsidy, 
and hom e leave.  
Additional information on the compensation package is provided on the 
WTO website:  
http://www.wto.org/english/thewto_e/vacan_e/comp_package_e.pdf  
 
 
The Secretariat of  the WTO is seeking to fill two position s of Documents Control 
Specialist in the Documents Management, Monitoring and Production Section  of the 
Languages, Documentation and Information Management Division . 
 
GENERAL FUNCTION S 
 
The Languages, Documentation a nd Information Management Division provides  three distinct 
services: linguistic services, documentation services and information management services. The 
documentation services  are composed of:  planning, monitoring , documents production, quality 
control , electronic dissemination and archiving ; text -processing; and graphic design, printing and 
distribution .  
 
The purpose of the job of a Documents Control Specialist is to e nsure the smooth organization of 
the documentary flow by planning, coordinating and con trolling the processing of original, 
translated and typed documents emanating from Divisions, Translation Sections and Documents 
Production Team,  and intended for distribution, reproduction and archiving. The job exists at 
various grades depending on the s cope of responsibility and is one of the supporting function s in 
the Documents Management, Monitoring and Production Section.     
 
Reporting to the Unit Coordinator, the incumbent s will receive and track documents coming from 
requesting divisions, translati on services and document production teams.   
 
More specifically, t he incumbent s' responsibilities will include the following : 
 
1.  Receive and control all original versions of documents for services requested by divisions, 
and c oordinate instructions for the various stages involved in the creation of a document; 
references, translation, production , document systems, reproduction and distribution.  OFFICE(1 7)/85 
 
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2.  Under the supervisor's guidance, m onitor and track  document s on the basis of set 
priorities ;,; set document proce ssing requirements for each document and issu e instructions to 
each Section ; ensure  that any change in the order of priorities is taken into account ; Propose 
deadlines for work completion based on set priorities, for the Documents Production Teams and 
the Documents Reproduction and Distribution Section and check that they are met . 
 
3. Under senior staff members' instructions, t ake charge of quality control of finalized documents  
in all three languages  prior to their distribution  in hard copy and electronic for mat, using an 
internal documents management system . The incumbent will be expected to provide information , 
help and clarification to divisional secretaries, administrative assistants and new users  to the 
internal documents management system, on document pr ocessing procedures.  
   
4. Classify  completed jobs according to  the requirements of the references a nd translation  
services. Circulate the daily list of document priorities to the officers responsible in the various 
sections  when required . 
 
5. After receiving training  support , take on multiple tasks in document reception, electronic 
archiving and the final checking of documents in various formats  (e.g. hardcopy , Word, PDF ) in the 
three working languages of the Organization.  
 
 
REQUIRED QUALIFICATIONS  
 
Education:  
 
Completion of secretarial or commercial secondary school.  Specialized training and proven 
expertise in document formatting  will be considered an advantage .     
 
Knowledge and Skills:  
 
Advanced  skills in the use of  MS Word  and intermediate  skills in MS  Excel, MS PowerPoint and MS 
Access.  
Experience using specialised software for document management  or workflow management 
purposes  will be considered an asset . 
 
Excellent communication skills, including ability to explain technical information  in simple 
language. 
Excellent organizational skills including ability to prioritize, pay close attention to detail ; ability to  
manage multiple assignments under  strict deadlines.  
 
Ability to work under pressure and to multitask  with little direct supervision .    
Ability  to adapt quickly to changes in IT tools and workflow that form part of the job.  
Excellent interpersonal skills and ability to work as part of a team , in a multicultural environment .  
Tact and discretion and ability to adhere rigorously to requirements of confidentiality.  
 
Work Experience:  
 
Three to four  years' relevant experience  working  in a documentation  or document processing 
function .  
 
Languages:  
 
Good working knowledge of English and French is required, to be able to engage with colleagues in 
convers ations and/or e -mail exchanges arou nd daily work operation issues.   Knowledge of Spanish 
would be an advantage . OFFICE(1 7)/85 
 
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  Additional Information:  
 
The work may require the incumbent to be available beyond regular working hours when 
necessary . 
 
The position may be o ffered at a lower grade if the selected candidate does not fully meet all the 
required qualifications.  
 
Only applications from nationals of WTO Members will be accepted.  
 
The WTO may use various communication technologies such as video or teleconference fo r the 
assessment and evaluation of candidates. The recruitment process may also involve the use of 
various forms of testing, assessment centres, interviews and reference checks.  
 
Candidates not selected whose performance in the selection process neverthele ss shows them to 
be suitable for a similar position may be kept on a roster for up to 12 months, and may 
subsequently be called upon as and when the need arises for additional resources.  
_____________________________________________________________________ _ 
APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION  
______________________________________________________________________  
APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW  
____________________________________________________________ __________  
Please note that all candidates must complete an o nline application  form.  
To apply, please visit the WTO's E -Recruitment website at: https://erecruitment.wto.org . 
The system provides instructions for online application procedures.  
 
All applicants are encouraged to apply online as soon as possible after the vacancy has  
been posted and well before the closing date – Central European Time (CET) –  
stated in the vacancy announcement.  
 
PLEASE NOTE THAT APPL ICATIONS RECEIVED AFTER THE  
CLOSING DATE WILL NOT BE ACCEPTED  
 
The WTO is a non -smoking environment.