DOCUMENTS MANAGEMENT ASSISTANT

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UNON - United Nations Office at Nairobi

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Application deadline 3 years ago: Thursday 18 Mar 2021 at 23:59 UTC

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Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,963 USD.

Salary for a G-6 contract in Nairobi

The salary of a G-6 depends on the duty station. The minimum salary there is 260,309 KES (~1,963 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

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Org. Setting and Reporting The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP),the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This post is located in the Planning and Coordination Section, Division of Conference Services.

Under the supervision of the Chief Documents Management Unit, the incumbent will be responsible for the following duties:

Responsibilities 1. Processes requests for documentation services as follows:

  • Scrutinize all documents and information provided by the submitting office on electronic requests for document services to ascertain that both the document requests form and the document itself are in conformity with the set standards, including the source of funding and account numbers duly authorized by the Financial Management Officer of the submitting office.

  • Register requests in the electronic system and maintain the records, check and verify daily accuracy of entered data and amending, as necessary.

  • Ensure that documents submitted for processing electronically are retrieved and processed in time, and that completed documents are delivered electronically within and outside the Headquarters, Nairobi.

  • Promptly bring to the attention of the Chief any problem encountered while processing a request, contacting submitting office to solicit missing information or clarify parameters set in the request, confirm request deadlines and priorities, communicating updates, corrections, etc. to the Chief of Language Services.

2. Monitors work in progress as follows:

  • Liaise with the Translation and Editorial Section, and the Publishing Section in order to gather information on work progress at different stages through various units as required (Editorial, reference, translation, reproduction and distribution units) within the Division of Conference services to ensure timely issuance of documents, and alerting the Chief on any delays and problems encountered while suggesting solutions.

  • Maintain statistics and provide to the chief of unit, other managers within the Division and submitting offices, on a regular basis, of document and publications processing status reports.

3. Document control assistance during meetings:

  • Based on agreed work schedule, provides document control support at meetings held at headquarters and elsewhere by monitoring document processing flow between venue and processing units to ensure that documents for discussion are available for meeting participants.

  • Specifically, during meetings held outside headquarters, coordinates the flow of documents between the venue and headquarters by electronic communications means available.

4. Performance reporting:

  • Assist the Chief of Unit in preparing and issuing statistical data for reporting purposes and as the basis for the charge-back system by updating, verifying data integrity, and generating consolidated reports.

5. Undertake other related duties as may be required.

Competencies PROFESSIONALISM: Knowledge of the UN documentation upstream planning, processing and distribution work flow. Ability to verify legislative mandates and to assist in the overall advance planning and scheduling of pre-session documentation in accordance with the “slotting system”. Ability to organize information required for the monitoring, following-up and updating of the schedule of documentation. Knowledge of the relevant policies, guidelines, rules and regulations on control and limitation of documentation in order to evaluate submissions for processing and distribution. Ability to adapt to changing procedures and modus operandi in order to implement ever-changing concepts for improving timeliness of documentation. Ability to research and organize information, and to compile statistics on performance by department/organ. Knowledge of the relevant policies, guidelines, rules and regulations on control and limitation of documentation in order to evaluate submissions for processing and distribution. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. 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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education High school diploma or equivalent is required. Additional supplementary training in administration or related field is required. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience A minimum of seven (7) years of experience in handling official United Nations or similar organizations documentation, publications support or related area is required. Experience in documents processing chain, editorial policies and practices is desirable. Experience in general office and administrative support including administrative policies, processes and procedures is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Working knowledge of French is desirable. Knowledge of another official language of the UN is an advantage.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write,speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

Assessment Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.

Special Notice This is a temporary Job Opening. Appointment against this position is for a duration of four (4) months, a limited duration and does not carry any expectancy, legal or otherwise, of renewal. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

Added 3 years ago - Updated 3 years ago - Source: careers.un.org