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DOCUMENTS MANAGEMENT OFFICER

Geneva

  • Organization: UN - United Nations
  • Location: Geneva
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Documentation and Information Management
  • Closing Date: 2022-12-25

Org. Setting and Reporting

This position is located in the Planning Unit, Documents Management Section (DMS), Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), Department for General Assembly and Conference Management, Geneva. The incumbent reports directly to the Chief, Documents Management Section.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

1. Manages the work of the Planning Unit in line with relevant policies, rules and guidelines on control and limitation of documentation, as well as the slotting system:
- Provides first level supervision to staff of the Planning Unit, manages their performance, coordinates the activities of the Planning Unit, monitors progress against deadlines, assigns and adjusts priorities as needed.
- Establishes long-and short-term documentation requirements based on forecasts submitted by author departments and workload capacity in services concerned in order to maintain a balance between the volume of documentation submitted and required production. Forecasts in keeping with the calendar of meetings of intergovernmental bodies and General Assembly - established processing patterns.
- Maintains regular contact with substantive and documentation focal points of submitting offices and processing sections. Provides guidance on forecast-related matters. Drafts inputs to reports for senior management of DCM and UNOG, UNHQ and UN organs and bodies on forecasting/slotting and other documentation related issues. Provides advice and feedback to clients and peers on document planning matters. Maintains up to date information on all documentation procedures, including those of the General Assembly on control and limitation of documentation and of intergovernmental bodies serviced by UNOG.
- Coordinates and oversees the Section’s input to the annual Conference Management Report and quarterly statistics on timely submission, processing and issuance of documents, including the preparation of ad-hoc statistics, when required. Develops methodologies and providing substantive input as required.
- Solicits inputs from substantive secretariats on projected workload and the preparation of the half-yearly documentation workload forecast. Monitors submissions and follows-up with counterparts to ensure the timely submission of forecasts.
- Supervises the analysis and validation of the submitted information against historical patterns, calendar of meetings, automated reports and data analysis tools. Maintains and develops relevant methodologies in cooperation with counterparts in CPCS, DCM and global DGACM.

2. Ensures continued improvements in upstream documentation planning performances:
- Works with stakeholders throughout the organization to identify opportunities for leveraging data to drive business solutions.
- Coordinates planning activities and projects with other CPCS sections, namely MMS and EAMS to anticipate needs and flag possible conflicts upon assessment of official calendar of meetings, legislative mandates and budgetary entitlements. Cooperates with the Executive Office, DCM as required.
- Acts as focal point on the testing and development of new IT tools and applications used by DMS.
- Assesses the effectiveness and accuracy of new data sources and data gathering techniques.
- Coordinates with different functional teams to implement models and monitors outcomes.
- Develops processes and tools to monitor and analyze model performance and data accuracy.
- Shares information on forecasts with processing sections to enable them to plan and adjust capacity, as necessary. Liaises regularly to request feedback on the feasibility of dates for the processing of State Party reports and reports to UN General Assembly in particular. Negotiates with departments to modify documentation requirements and/or submission or issuance dates in order to ensure on-time availability of documentation; in so doing, consults with other services concerned. Approves forecasts and assigning slot dates in keeping with established patterns. Reviews and approves negotiated late slotting requests in line with pertinent guidelines.
- Drafts and oversees the preparation of document service reports to client organs and bodies for the signature of the ASG, DGACM. Drafts correspondence for the approval of the Chief, DMS.
- Liaises and meets with substantive secretariats to discuss the analysis and evaluation of their forecasts, provides detailed feedback on word count, legislative mandates and other requisite information, as well as responds to queries on relevant policies and regulations on documentation. Organizes briefings to submitters to inform them about the forecasting process and advises on the preparation of forecasts.

3. Deputizes for the Chief of Section or the Chief, Documents Management Unit in his or her absence and assists in the day-to-day work as required; may be called upon to serve at external conferences organized by UNOG.

Competencies

PROFESSIONALISM: Thorough knowledge and proven skills in planning, coordination and delivery of services in the field of conference management, including an awareness of how it is integrated into the Service/Division work programme. Ability to analyze data on conference services requirements in order to identify future trends and adjust to future developments. 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; and 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.

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.

Education

An advanced university degree (Master's degree or equivalent degree) in business administration, management or related field is required. A first-level degree (Bachelor's degree or equivalent degree) in combination with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Work Experience

At least five (5) years of relevant experience in documents management, planning and coordination is required.

Out of these, three (3) years of experience in organizations of the United Nations Common System is desirable.

Experience working with an official documentation production workflow in the UN Common System is desirable.

Experience working with the documents management systems such as gDoc, g-Data is desirable.

Experience in the coordination of complex operations in conference management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French and knowledge of the other is required. Knowledge of another UN official language is desirable.

Assessment

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

Special Notice

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.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 31 March 2022, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, China, Comoros, Cuba, Cyprus, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Haiti, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Republic of Korea, Saint Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, Somalia, South Sudan, Thailand, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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