Posting Title: DOCUMENTS MANAGEMENT ASSISTANT (2 positions), G6
Job Code Title: DOCUMENTS MANAGEMENT ASSISTANT
Department/Office: Department for General Assembly and Conference Management
Duty Station: NEW YORK
Posting Period: 16 June 2023 – 14 August 2023
Job Opening Number: 23-Conference Services-DGACM-211956-R-New York (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThese positions are located in the Documents Management Section (DMS), Central Planning Coordination Division (CPCD), Department for General Assembly and Conference Management (DGACM), New York. The incumbents work under the general supervision of the Chief of the Section and reports to the designated supervisor and Chief of the Section.
Within limits of delegated authority and under the general supervision of the Chief of the Section, the incumbents will be responsible for the following duties:
- Assist in the overall planning and scheduling of all in-session documents for all organs headquartered in New York
- Analyze resolutions of the General Assembly and the Economic and Social Council in order to compile the list of mandated reports with assigned authorship
- Evaluate all in-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
- Establish and maintain a computerized database in order to monitor and follow up submission of documents by electronically-generated reminders, to provide author departments and committee secretaries with updated information, to compile statistics on compliance as required, and to provide necessary information for forecast of documentation
- Evaluate the submission of all material accepted for translation required for consideration of the assigned intergovernmental body, and for UN Publications, and negotiate with the technical and substantive offices concerned the processing and reproduction of material submitted
- Independently respond to queries from author departments and all processing units, particularly Documents Division on issuance schedules
- Process 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 Documentation Division on their issuance
- Screen documents and sales publications submitted for editing in order to ensure compliance with submission standards and regulations
- Assist Chief of Section in assigning incoming jobs and tracking the workflow; keeps all concerned informed of changes in processing schedules and transmits changes made by author departments/divisions to texts in process
- Ensure that all staff in the organizational unit have basic computer equipment and technical support, including help with the operation of software
- Perform general office management functions for the organizational unit
- Train and supervise new staff as appropriate
- Carries out other tasks requested by the Chief; performs general office management functions as required
- On a rotational basis, manage the operations of the Section outside normal working hours
- Perform other duties as assigned
- Professionalism: Knowledge of the documentation registration, processing and distribution work flows. 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. 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.
EducationHigh school diploma or equivalent.
Work ExperienceA minimum of seven years experience in conference services, documentation or meetings processing, administration/management is required. Experience in providing reference or technical support to language staff and using resource management systems is required
LanguagesEnglish 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 desirable.
AssessmentEvaluation of qualified candidates may include an assessment exercise, followed by competency-based interview.
- These positions are 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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty.
- Passing the Global General Service Test (GGST) is a 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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
- 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.
- 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. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email 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.
- 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.
United Nations ConsiderationsAccording 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. 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 FeeTHE 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.