Senior Documents Management Assistant

Tags: Human Rights Law finance English translation language humanitarian law Environment
  • Added Date: Friday, 09 May 2025
  • Deadline Date: Sunday, 08 June 2025
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Org. Setting and ReportingECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 SDGs and Agenda 2063. The mission is guided by ECA's five new strategic directions which are: advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues. This position is in the Publications & Conference Management Section (PCMS) within the Publications Conference and Knowledge Management Division (PCKMD) in the United Nations Economic Commission for Africa (UNECA), Addis Ababa, Ethiopia. ResponsibilitiesWithin delegated authority of the Chief of Document Planning and Monitoring Unit (DPMU), the incumbent serves as a supervisor of the Documents Control Team with the responsibility for the full range of technical, administrative and substantive documentation services, which includes the coordination and supervision of the Document Assistants: ensuring timely delivery of documentation and publications and monitoring, maintaining and preparing various statistical and financial reports. Performs the following duties: 1. Planning and quality assurance โ€ข Analyzes the annual Commissionโ€™s documentation and publications forecast with relevant Divisional focal points and team components making clear reference to the approved annual budget, funding sources and plan production of the same while agreeing on achievable time frames. โ€ข Reviews and approves requests for documentation and publication services from ECA Division/SROs in accordance with the UN documentation rules, polices and regulations. โ€ข Ensures all documents and information provided by the submitting office on the request for documentation services to ascertain that both the document request form and the document itself are in conformity with the set standards, including, the source of funding while ensuring that all document requests in gDoc are accurately prepared โ€ข Manages the documentation workflow for documents and publications submitted for editing, proof reading, translation text processing layout/design/Desktop Publishing, reproduction/printing, web posting, circulation using gDoc and other documentation databases, are adhered to. โ€ข Maintains close liaison with all the work units undertaking the documentation and publication tasks within the Publications & Conference Management Section, keeping them abreast of new development in the workflow to determine time frame adjustments, and advise clients accordingly. โ€ข Analyzes all production request from external clients ensuring compliance to UN documentation rules and regulations, while evaluating costing estimates. โ€ข Manages implementation of relevant policies, guidelines, rules and regulation on control and limitation of documentation. โ€ข Managing the documentation workflow for meeting documentation (editing, proof reading, translation text processing, reproduction/printing, web posting) for conferences taking place in the HQ or outside. โ€ข Immediately bringing to the attention of the chief of the unit any problems encountered while processing a submitted document, contacting submitting office for additional information, if necessary. Confirming requested deadline and priorities, communicating updates, corrections, etc. to the Head of the Language Unit. โ€ข Ensures that documents submitted for processing electronically are retrieved and processed in time, and that completed documents are delivered electronically within and outside of the Headquarters, Addis Ababa. 2. Monitors work in progress by: โ€ข Liaising with the head of Translation and Editing units, Text Processing and Publishing and Distribution units in order to obtain information on work progress at different stages through various units (editorial, translation, text processing, proofreading, desktop publishing, reproduction/printing and web posting) within PCMS to ensure timely issuance of documents. โ€ข Analyzes reasons for any delays in finalisation of documents against agreed delivery deadlines delays and problems and proposing recommendations and achievable solution. โ€ข Originating, maintaining, and providing, weekly updates to the Chief of Unit, and Heads of Units within PCMS and the submitting offices the documents status updates 3. Provides Documents Control support during meetings: โ€ข Servicing of ECA major conferences including committee meetings and the Annual session at ECA and away from Headquarters. โ€ข Establish and maintain a good customer relationship with clients who submit documents and participate in planning meetings for documentation requirements and advising them on technical related issues on documentation. 4. Provides timely and credible documentation statistics โ€ข Prepare statistics of documents processed and meetings serviced and provide reports as and when required โ€ข Manages statistical master files of all meeting documents; maintain an electronic back up for business continuity process. โ€ข Preparing and providing statistical data for cost estimates for translation, editing and reproduction to submitting offices on request, sends proforma invoices and advising Finance Sections to invoice clients on completion of jobs. 5. Other duties โ€ข 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. โ€ข Assists with visualizations and updating information material such as web pages or brochures. โ€ข Undertakes other related duties as may be required Chief of the unit. CompetenciesProfessionalism: Knowledge of the UN documentation upstream planning, processing and distribution workflow. Ability to verify legislative mandates and to assist in the overall advance planning and scheduling of pre-session documentation in accordance with the โ€œslotting systemโ€. 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 to evaluate submissions for processing and distribution. Ability to adapt to changing procedures and modus operandi 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 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 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. 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. EducationA high school diploma or equivalent is required. A bachelorโ€™s degree with Information/Document Management workflow processes, either in the UN system or from international organizations, is an advantage. Knowledge of computer applications such as Word, Excel, and the transfer of files electronically. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years progressively responsible experience in Information management, Documents control environment with hands-on experience in document processing, planning/scheduling and utilization of contractual services is required. Experience in the United Nations documents management system, such as gDoc 2.0, and in servicing intergovernmental meetings, particularly applying UN documentation rules is desirable. Experience in maintaining and preparing various statistical data and financial reports is desirable. One year or more of experience in data analytics or related area is desirable. 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 an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis 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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 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. 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. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. 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 โ€œsexual exploitationโ€ 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 โ€œsexual abuseโ€ means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term โ€œsexual harassmentโ€ 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 perpetratorโ€™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 โ€œManualsโ€ in the โ€œHelpโ€ 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 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 APPLICANTSโ€™ BANK ACCOUNTS.

๐Ÿ“š ๐——๐—ถ๐˜€๐—ฐ๐—ผ๐˜ƒ๐—ฒ๐—ฟ ๐—›๐—ผ๐˜„ ๐˜๐—ผ ๐—š๐—ฒ๐˜ ๐—ฎ ๐—๐—ผ๐—ฏ ๐—ถ๐—ป ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐—ถ๐—ป ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ! ๐ŸŒ๐Ÿค ๐—ฅ๐—ฒ๐—ฎ๐—ฑ ๐—ผ๐˜‚๐—ฟ ๐—ก๐—˜๐—ช ๐—ฅ๐—ฒ๐—ฐ๐—ฟ๐˜‚๐—ถ๐˜๐—บ๐—ฒ๐—ป๐˜ ๐—š๐˜‚๐—ถ๐—ฑ๐—ฒ ๐˜๐—ผ ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ ๐˜„๐—ถ๐˜๐—ต ๐˜๐—ฒ๐˜€๐˜ ๐˜€๐—ฎ๐—บ๐—ฝ๐—น๐—ฒ๐˜€ ๐—ณ๐—ผ๐—ฟ ๐—จ๐—ก๐—›๐—–๐—ฅ, ๐—ช๐—™๐—ฃ, ๐—จ๐—ก๐—œ๐—–๐—˜๐—™, ๐—จ๐—ก๐——๐—ฆ๐—ฆ, ๐—จ๐—ก๐—™๐—ฃ๐—”, ๐—œ๐—ข๐—  ๐—ฎ๐—ป๐—ฑ ๐—ผ๐˜๐—ต๐—ฒ๐—ฟ๐˜€! ๐ŸŒ

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