Org. Setting and Reporting

This position is located in the Documents Management Section (DMS), Central Planning and Coordination Division (CPCD), Department for General Assembly and Conference Management, New York. The incumbent reports directly to the Chief, Documents Management Section.

Responsibilities

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

Manages the work of the Operations 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 Operations Unit, manages their performance, coordinates the activities of the Operations 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 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 processes sections. Provides guidance on forecast-related matters. Drafts inputs to reports for senior management of DGACM, 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. Keeps abreast of the working methods and rules of procedures of submitting entities. 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 UNHQ. Initiates and develops business practices for the Section to enhance the forecasting and slotting processes. Drafts briefing materials and guidance notes as necessary;
– 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;
– Liaises and meets with substantive secretariats to discuss the analysis and evaluation of their forecasts, providing detailed feedback on word count, legislative mandates and other requisite information, as well as responds to queries on relevant policies and regulations on documentation.

Ensures continued improvements in upstream documentation planning and operations performances:
– Coordinates planning activities and projects with other CPCD services, namely MMS and EAMU to anticipate needs and flag possible conflicts upon assessment of official calendar of meetings, legislative mandates and budgetary entitlements. Cooperates with the Executive Office, DMS as required;
– 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 CPCD, and global DGACM.
– 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 specific submissions such as State Party reports, reports to UN General Assembly and official publications. Negotiates with departments to modify documentation requirements and/or submission or issuance dates to ensure on-time availability of documentation; in so doing, consults with other services concerned. Approves forecasts and assigns 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 documents service reports to client organs and bodies for the signature of the ASG, DGACM. Drafts correspondence for the approval of the Chief, DMS;
– 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 provides substantive input as required;
– Provides substantive inputs, prepares background notes, and talking points, drafts correspondence on documentation policy related matters.

Acts as a focal point on the testing of gDoc 2.0; coordinates the testing and feedback with all relevant DMS colleagues, compiles information for onward transmittal to the gDoc project manager, coordinates the testing to be completed by submitting departments and provides training and guidance.
– Contributes to regular meetings with the four duty stations on the gDoc 2.0 development;
– Works closely with the gDoc and gData teams on all automated reports managed by the Operations and Planning Unit.

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.

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

Advanced university degree (Master’s degree or equivalent degree) in business administration, management or other relevant discipline. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of relevant experience in documents management and planning and coordination of complex operations is required

Out of these, three (3) years’ within the United Nations Common System is desirable.

Experience with the UN official documentation production workflow is desirable.

Experience with the gDoc platform 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 may be followed by competency-based interview.

Special Notice

This position is available for an initial duration of six (6) months, with a possibility of extension, starting as soon as possible.

Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.

Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.

Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position.

A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English.

Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

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 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.