Documents Management Business Analysis Assistant

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UNOV - United Nations Office at Vienna

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Application deadline 1 year ago: Wednesday 13 Apr 2022 at 23:59 UTC

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Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting This position is located in the Documents Management Unit (DMU), Planning, Coordination and Meetings Section (PCMS), Conference Management Service (CMS), United Nations Office at Vienna (UNOV). The incumbent works under the supervision of the Chief, Documents Management Unit (DMU).

For more information, visit the UNOV/UNODC website: www.unov.org.

Responsibilities Within limits of delegated authority, the Documents Management Business Analysis Assistant will be responsible for the following specific duties:

  • Povide data analysis directed at the analysis of business processes and improvement of, typically, a large and highly complex component of the departmental data analysis initiatives, seeking guidance only in exceptional circumstances.
  • Serve as system administrator of the documenation workflow application (Documents Control and Productivity Monitoring System (DCPMS) and all modules of the future gDoc2.0), ensuring the smooth day-to-day functioning of the system and providing support to business users; prepare and update user manuals and other technical documentation; provide training to business users and serve as first level Helpdesk.
  • Monitor and verify the accuracy and consistency of data in the workflow application. Enter, track and update document information in the documentation application; address possible technical problems and assist in solving them; ensure instructions relevant to each CMS section/unit are clearly reflected in the applications at each stage of the processing cycle.
  • Serve as focal point for the coordination, the monitoring and the expedition of data analysis activities, involving extensive liaison with diverse parts of the organization requesting data and communicating data needs to other parts of the organization; assist more senior staff in providing information products to others; develop and produce statistical reports on documentation (incl. ad hoc database queries and reports) in the format required, making comments on statistical findings as necessary.
  • Draft correspondence and communications related to all aspects of data analysis, including information on available data sets, data catalogs and data analysis, revisions and other related issues.
  • Participate actively in the further development of workflow applications for documentation, including, coordinating user acceptance testing of all new iterations of documentation applications and/or statistical systems, like gDoc2.0 or gData2.0.
  • Engage in multitasking as a member of DMU in an evolving documents management environment. Including, if required, documentation coordination tasks for long-term projects like UNODC publications and documentation handler functions for Vienna Based Organizations (VBO) meetings at headquarters and abroad.
  • Provide guidance and training to new/junior staff. Supervise other general service staff in similar functions.
  • Perform other related work as required.

    Competencies - Professionalism: Has knowledge of the United Nations documentation policies and practices including the document processing chain and relevant operational procedures as well as the policies, guidelines, rules and regulations on control and limitation of documentation in order to evaluate submissions for processing and distribution. Has understanding of functions and the roles of various areas in conference management. Demonstrates ability to apply good judgement in the context of assignments given. 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.
  • 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.

Managerial Competencies: Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education High school diploma or equivalent is required.

Job - Specific Qualification Passing the Global General Service Test (GGST) is a required prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test in English at the United Nations headquarters, ECA, ESCA, UNOG, UNOV, ICTR or ICTY may be accepted in lieu of the GGST.

Work Experience Ten years of progressively responsible experience in conference services, processing of official documentation/correspondence or related area is required.

Work experience with documents management systems (e.g. Documents, Conference and Production Management System) is desirable.

Work experience in the handling and control of documentation in an international organization or within the United Nations System is desirable.

Work experience with IT applications for processing documentation is desirable.

Work experience with an enterprise resource planning system (ERP), such as the in-house SAP system (UMOJA) is desirable.

Work experience with maintaining and utilizing databases, such as the Contractual Management Application (CMA/gDoc) is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this position, fluency in English, is required. Knowledge of another official United Nations language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice This position is expected to be vacant due to the temporary assignment of the regular incumbent elsewhere until March 2023. The selection and extension of appointment of the selected candidate will be contingent on the return of the incumbent who maintains a lien against this post. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. 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 of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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."

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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 1 year ago - Updated 1 year ago - Source: careers.un.org