Documents Management Assistant

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. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Office of the Under-Secretary-General (OUSG) of the Department of Economic and Social Affairs (DESA). Information on DESA is available on the following website: http://www.un.org/en/desa. The incumbent reports to the Chief of Office in the Office of the Under-Secretary-General for Economic and Social Affairs.

Responsibilities

Within delegated authority and under the supervision of the Chief of Office of the Under-Secretary-General for Economic and Social Affairs, the Documents Management Assistant will provide support to the Chief of the Office of the Under-Secretary-General for Economic and Social Affairs. • Assists in the overall planning, scheduling, and submission for processing of all departmental documentation and publications in accordance with the “slotting system”. • Reviews and analyzes, in collaboration with divisional and departmental focal points, corresponding mandates as contained in the relevant intergovernmental resolutions of the General Assembly and the Economic and Social Council in order to compile the list of mandated reports with assigned authorship. • Evaluates all pre-session documents submitted for processing, in order to verify legislative mandates, ensures compliance with submission dates, page-limitation, and in accordance with relevant policies, guidelines, rules and regulations on control and limitation of documentation. • Liaises with organizational focal points to correct any omissions or inaccuracies with regards to documentation expected for submission. • Ensures that all concerned focal points are informed in a clear and timely manner, throughout the year, of documentation instructions emanating from the organization and internal departmental guidelines concerning the preparation and submission of documentation. • Establishes and maintains a computerized database in order to monitor and follow up submission of documents by electronically generated reminders, to provide author Divisions and committee secretaries with updated information, to compile statistics on compliance as required, and to provide necessary information for forecast of documentation. • Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communication, including from author departments and all processing units in DESA. • Serves as a communication link between supervisor and senior staff, on behalf of supervisor, keeps others informed by drafting and conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the OUSG. • Processes as official documents of the GA, ECOSOC and Security Council, communications received from Member States, verifying agenda items and language references with Permanent Missions, and consulting with Security Council Secretariat and Documents Control on their issuance. • Assists and proposes the improvements regarding the filing system in the office and the implementation of the administrative procedures and workflow systems to ensure smooth functioning of the Office. • Carries out other tasks requested by the Chief; performs general office management functions as required.

Competencies

Professionalism: Knowledge of the UN documentation planning, processing, and distribution workflow. Thorough knowledge of the organizational structure and roles/mandates of the Department of Economic and Social Affairs, with the 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 research and organize information required for the monitoring, following-up and updating of the schedule of documentation. Thorough 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 of the Department. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. Planning & 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience within the UN system in documentation planning, processing and management or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. Experience in drafting, editing and proofreading documentation is required. Experience with mandates in the area of Economic and Social Affairs is required. Experience in working with ERP systems, such as Umoja and Inspira is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. 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.

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.