Responsibilities
Under the direct supervision of the Document Management Assistant, and overall supervision of Chief, CDSS, the incumbent is required to perform the following functions:
- Assists in the overall planning and scheduling of all pre-session documents for all organs headquartered in Bangkok.
- Evaluates all documents submitted for processing, ensures compliance with submission deadlines and with relevant policies, guidelines, rules and regulations on control and limitation of documentation. Checks the accuracy and format of all processed documents thoroughly prior to forwarding them for reproduction and electronic archiving on ODS.
- Establishes and maintains a computerized database, including generating documents in gDoc by giving them unique job numbers and indicating all information necessary. 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.
- Independently responds to queries from author departments and all processing units, particularly Documents Control on issuance schedules.
- Processes as official documents of the intergovernmental meetings, verifying agenda items and language references, and consulting with Documents Control on their issuance, including coordinating and monitoring the processing with all counterparts, submitting departments, translators, editors, text-processing and reference assistants, documents control colleagues in Bangkok and at other duty stations, with a view to ensuring timely distribution and compliance with the above-mentioned standards and guidelines.
- Trains and supervises new staff as appropriate.
- Carries out other tasks requested by the Chief; performs general office management functions as required.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. Compiles statistics on compliance as required.
Competencies
- Professionalism: Knowledge of the UN documentation upstream planning, processing and distribution workflow. Ability to assist in the overall advance planning and scheduling of pre-session documentation for intergovernmental meetings. 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 the 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. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making.
- 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.
- 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.
- 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
- High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.
Work Experience
- A minimum of seven years (or five years if graduated with a first-level university degree) of progressively responsible experience in conference services, documentation processing and management is required. Experience in the United Nations Common System or international organizations is desirable. Experience using Microsoft Office, Enterprise Resource Planning (ERP), such as gDoc, SAP, etc, is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
Assessment
- Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
