Assistant Document Management Officer

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education.

Salary

The salary for this job should be more than 5,212 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

The Economic and Social Commission for Western Asia (ESCWA unescwa.org) forms part of the United Nations Secretariat and, like the other regional commissions, operates under the supervision of the United Nations Economic and Social Council. ESCWA comprises 21 Arab countries in Western Asia and North Africa. ESCWA provides a framework for the formulation and harmonization of sectoral policies for member countries, a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA activities are coordinated with the divisions and main offices of the Headquarters of the United Nations, specialized agencies, and international and regional organizations, including the League of Arab States and its subsidiary bodies, and the Gulf Cooperation Council. This position is located within the ESCWA Conference Management Services Section (CMSS), Resource Management and Service Development Division (RMSDD) of the Economic and Social Commission for Western Asia (ESCWA). The Assistant Document Management Officer reports directly to the Chief of CMSS.

Responsibilities

Within the delegated authority, the incumbent will be responsible for carrying out the following: 1) Introduce the elements of a modern document management system, coordinate and provide general guidance on document management planning by: a) Managing document life cycles, recommending the adoption of new techniques in information distribution, and innovating in work methods and techniques, making the best potential use of the local market for content management and dissemination; b) Identifying document management practices and systems and formulating relevant recommendations and/or reports in a formal context or as internal “ lessons learned”; c) Analyzing document usage and preparing guidelines on various kinds of documents and materials issued by the Commission and used by the clients; d) Determining the stages in the life cycles of documents in order to identify potential areas for efficiency gains and technical improvements; e) Planning information management policies and preparing / compiling / drafting recommendations that can help the Organization to comply with the highest quality standards in information creation, processing, dissemination, retention and storage; f) Analyzing best techniques and practices for version control; g) Identifying potential areas of improvement in information distribution and storage. 2) Develop, implement and manage modern methods and practices for the timely production of documents and publications produced by the seven subprogrammes of ESCWA by: a) Analyzing, planning and implementing the most efficient and cost effective reproduction procedures in the local market; b) Analyzing electronic flow of work with the aim of proposing and implementing new policies, making use of the latest IT developments related to printing, production and distribution; c) Managing the pre-press publishing operations for design, layout, formatting, colour separation and production on CD-ROMS in cooperation with providers from the local market; d) Scheduling and controlling production activities, in particular the electronic transmission of documents for printing; e) Liaising with the Documents Control and Desktop Publishing units , as well as with external services providers on the local market regarding delivery deadlines; f) Controlling the quality of work produced internally and externally and recommending necessary changes when needed in the most cost-effective manner; g) Overseeing the operation of in-house resources (i.e. machines, presses) for hard copy publications by: (i) ensuring continuous and cost effective operation of equipment as well as coordinating that necessary supplies and stock are on hand in close coordination with providers on the local market; ii) establishing /monitoring a maintenance programme and related contracts for repairs and interventions; iii) monitoring the purchase of new equipment and supplies and maintaining regular liaison with the Procurement Unit to ensure that supplies are purchased on time and in the required quantities; and iv) establishing technical specifications required for soliciting commercial bids for external publishing and printing; 3) Provide support services to meetings by: a) Processing requests for meetings, including all additional services: i) Hiring Interpreters and/or meeting attendants; ii) renting technical equipment; iii) organizing coffee breaks; and iv) managing documentation; b) Managing online registration of participants: i) Creating the electronic link; ii) forwarding the link to participants to enable advance registration; and iii) extracting the list as an Excel sheet and sending it by email to the Security and Safety Section (SSS). c) Supervising 7 General Service staff whose tasks focus on the creation, management and production of documents, their subsequent distribution in hard and electronic channels in support of the integrated range of meetings convened by ESCWA and/or where ESCWA participates. 4) Perform other administrative tasks as required by the Chief of Section.

Competencies

Professionalism: Demonstrates professional competence and mastery of subject matter, including knowledge of established practices in documentation, meetings, publishing and reproduction and, printing techniques and standards, quality assurance and control measures needed to provide appropriate technical solutions, advice, and alternatives to superiors and sound guidance to subordinates; Shows pride in work and in achievements; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently. Technological Awareness: Keeps abreast of available technology; Understands applicability and limitation of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.

Education

A first-level university degree (Bachelor’s degree or equivalent) in business administration, management, information management, graphic design, digital publishing or a related specialization or sub-specialization is required. An advanced university degree (Master’s degree or equivalent) is desirable.

Job - Specific Qualification

Not available.

Work Experience

At least two (2) years of experience in print production, offset and/or digital workflow processes, common desktop software applications and modern publishing activities and related software such as Adobe, CS4, In-Copy and In-Design is required. No experience is needed for candidates who possess a Master's degree. At least one (1) year of experience in cost and quality control measures is desirable. At least one (1) year of experience in the supervision of staff is desirable. At least one (1) year of experience in common desktop software applications, including knowledge of offset and digital printing processes is desirable. At least two (2) years of experience in modern publishing activities and digital workflow is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. In addition, Arabic is a working language at ESCWA. For this position, fluency in English and Arabic are required. Knowledge of French is desirable. Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and “Knowledge of” equals a rating of ‘confident’ in two of the four areas.

Assessment

Evaluation of qualified applicants may include one or more assessments which will be followed by a competency-based interview.

Special Notice

• This is a National Professional Officer position and is located in Lebanon. Only candidates with Lebanese nationality are eligible to apply to this position. • This position is available for one year from the date of appointment/assignment. Extension of the appointment/assignment is subject to the availability of the post or funds, budgetary approval, extension of the mandate, continued need for services, and satisfactory performance. • At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. • Candidates are fully responsible for all arrangements and costs for attending all assessments and interviews. All candidates shall receive the same notice period for attending the assessments and interviews. • Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. • Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures. • The United Nations Secretariat is committed to achieving 50/50 gender balance

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.