Job Title: Documents Management Assistant, G6
Department/ Office: Department For General Assembly And Conference Management
Duty Station: NEW YORK
Posting Period: 27 December 2011-26 January 2012
Job Opening number: 11-CON-DEPT FOR GA & CONFERENCE MGMT-21994-R-NEW YORK (R)
These positions are located primarily at Headquarters in the Department for General Assembly and Conference Management (DGACM). These positions are under the general supervision of the Chief of the
Documents Planning Unit.
Responsibilities
Within limits of delegated authority, Documents Management Assistants at this level are responsible for the following duties: (These duties are generic and may not be carried out by all Documents Management Assistants)
Assists in the overall planning and scheduling of all pre-session documents for all organs headquartered in New York
Analyzes resolutions of the General Assembly and the Economic and Social Council in order to compile the list of mandated reports with assigned authorship.
Evaluates all pre-session documents submitted for processing, in order to verify legislative mandates, ensures compliance with submission dates, word-limitation, and in accordance with relevant policies, guidelines, rules and regulations on control and limitation of documentation.
Maintains 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.
Independently responds to queries from author departments and all processing units, particularly Documents Control Unit on issuance schedules.
Processes 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 Documents Control on their issuance.
Trains new staff as appropriate.
Carries out other tasks requested by the Chief; performs general office management functions as required.
Competencies
PROFESSIONALISM:
• Excellent knowledge of the rules and guidelines on documents as contained in the Pattern of Conferences resolutions;
• knowledge of the upstream planning of UN documentation of all bodies headquartered in New York;
• knowledge of the slotting system and waiver management; ability to develop, monitor, follow up and update the submission schedule of documentation;
• knowledge of the relevant policies, guidelines, rules and regulations on the timely submission and control and limitation of documentation;
• ability to adapt to changing procedures and modus operandi of proactive documents management.
• Ability to research and organize information, and to compile statistics on performance by department/organ.
• 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.
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.
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.
Work Experience
A minimum of seven years of experience in the documentation field. Experience in documentation upstream planning is highly desirable. Experience in Microsoft Office Suite, in particular databases developed using MS Access and Excel is required. Experience in eDoc is desirable.
Languages
English 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.
Assessment Method
Competency-based interview which may be preceded by a technical test.
Special Notice
This position is for local recruitment.
Passing the Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the Headquarters Staffing Section (HQSS), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. HQSS receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon.
Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Click Here to Apply
Closing Date: Thursday, 26 January 2012
Department/ Office: Department For General Assembly And Conference Management
Duty Station: NEW YORK
Posting Period: 27 December 2011-26 January 2012
Job Opening number: 11-CON-DEPT FOR GA & CONFERENCE MGMT-21994-R-NEW YORK (R)
These positions are located primarily at Headquarters in the Department for General Assembly and Conference Management (DGACM). These positions are under the general supervision of the Chief of the
Documents Planning Unit.
Responsibilities
Within limits of delegated authority, Documents Management Assistants at this level are responsible for the following duties: (These duties are generic and may not be carried out by all Documents Management Assistants)
Assists in the overall planning and scheduling of all pre-session documents for all organs headquartered in New York
Analyzes resolutions of the General Assembly and the Economic and Social Council in order to compile the list of mandated reports with assigned authorship.
Evaluates all pre-session documents submitted for processing, in order to verify legislative mandates, ensures compliance with submission dates, word-limitation, and in accordance with relevant policies, guidelines, rules and regulations on control and limitation of documentation.
Maintains 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.
Independently responds to queries from author departments and all processing units, particularly Documents Control Unit on issuance schedules.
Processes 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 Documents Control on their issuance.
Trains new staff as appropriate.
Carries out other tasks requested by the Chief; performs general office management functions as required.
Competencies
PROFESSIONALISM:
• Excellent knowledge of the rules and guidelines on documents as contained in the Pattern of Conferences resolutions;
• knowledge of the upstream planning of UN documentation of all bodies headquartered in New York;
• knowledge of the slotting system and waiver management; ability to develop, monitor, follow up and update the submission schedule of documentation;
• knowledge of the relevant policies, guidelines, rules and regulations on the timely submission and control and limitation of documentation;
• ability to adapt to changing procedures and modus operandi of proactive documents management.
• Ability to research and organize information, and to compile statistics on performance by department/organ.
• 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.
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.
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.
Work Experience
A minimum of seven years of experience in the documentation field. Experience in documentation upstream planning is highly desirable. Experience in Microsoft Office Suite, in particular databases developed using MS Access and Excel is required. Experience in eDoc is desirable.
Languages
English 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.
Assessment Method
Competency-based interview which may be preceded by a technical test.
Special Notice
This position is for local recruitment.
Passing the Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the Headquarters Staffing Section (HQSS), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. HQSS receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon.
Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Click Here to Apply
Closing Date: Thursday, 26 January 2012
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