Org. Setting and Reporting

This position is located in the Documents and Publications Division. The Senior Documents Management Assistant reports to the Chief of the Documents and Publications Division. The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

Responsibilities

Under the general supervision of the Chief of the Division, this position is responsible for the following duties: -Oversees the programming and coordinates the Documents Control Unit, which is responsible for organizing and monitoring the flow of work related to documents and publications in Spanish, English, Portuguese and French and other languages; coordinates and distributes assignments, establishing priorities, fixing deadlines, and monitoring the editorial flow of work to ensure that they are met; distributes work to Unit supervisors and to outside contractors when necessary; seeks synergies between the different production units, suggesting improvements in all editorial services. -Monitors the progress of the production process, making recommendations to the Chief of the Division in order to provide temporary reinforcement for specific units (through overtime work or temporary assistance), or modifying job priorities and delivery dates; in consultation with the Unit Supervisors; monitors the inflow of requests for editorial services by ascertaining proper authorization by the Programme Planning and Operations Division, the Executive Secretary or the Publications Committee; liaises with editors and revisers with respect to document production and maintains contact with ECLAC staff members at all levels, including managerial and professional officers, for purposes of consultation on jobs in progress or document preparation, and suggests ways to improve productivity and efficiency in the different processes and Units of the Division. -Oversees and safeguards quality control in the production of documents and publications: verifies that submitted documents are complete and conform to established standards of presentation, and contacts author Divisions to obtain correction of any errors detected; verifies that all documents and publications comply with United Nations editorial and publishing policies and instructions with respect to covers and title pages of publications, attribution of authorship, disclaimers, symbols, use of emblems, amendments, format, etc.; monitors compliance with the quality control checks in each Unit. – Manages and supervises the Global Documentation Management System (gDoc): distributes and coordinates the flow of information to enable each Unit to enter its inputs into the system, advises and provides training on its use, monitors the quality and timeliness of information, prepares reports and statistics on production and management; takes charge of electronic document storage and retrieval and management of electronic files and monitors production of electronic documents; coordinates with Headquarters regarding issues with or adjustments to gDoc; advises the Division Chief on new documents control requirements in relation to gDoc. -Based on specialized work experience, advises the Chief of the Division on internal documents control procedures and methodologies and suggests innovations when necessary. -During intergovernmental conferences and meetings, held at or away from ECLAC headquarters, monitors and coordinates remotely the various stages of production of conference room papers, in two or three languages, as authorized by the Secretary of the Commission. For this purpose: coordinates with the Secretary of the Commission, uses gDOC to keep track of each document, as well as a system for identifying and managing electronic files; monitors and distributes work among the different Units and ensures timely delivery of documents; where necessary supervises work of assistants provided for support services by the host government. – 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. – Assists with visualizations and updating information material such as web pages or brochures.

Competencies

• Professionalism: Fully skilled in operating state-of-the-art software for documents production, development of production statistics, and communication via online software used in the United Nations. Thorough knowledge of the technical processes involved in every stage of document production (referencing, editing, translating, revising, text processing and formatting, printing). Command of complex UN rules and regulations on control and limitation of documentation, and good knowledge of UN editorial practices. Excellent spelling. Shows pride in work and in achievements. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. • 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. • 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.

Education

High school diploma or equivalent is required. NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School.

Job – Specific Qualification

Not available.

Work Experience

At least ten years of relevant work experience within the United Nations, preferably at ECLAC, practical experience of UN editorial processes, methodologies and practices is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Experience in technical processes involved in every stage of document production (referencing, editing, translating, revising, text processing and formatting, printing) is desirable. 1 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat and Spanish is a working language of ECLAC. For the position advertised, fluency in both English and Spanish is required.

Assessment

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

Special Notice

– 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. – Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country. Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer. – Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. – 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. – 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. – 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. 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 “Manuals” in the “Help” 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 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.