Senior Documents Management Assistant

Responsibilities

Within 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 ？ Analyzes the annual Commission’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. ？ Reviews and approves requests for documentation and publication services from ECA Division/SROs in accordance with the UN documentation rules, polices and regulations. ？ 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 ？ 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. ？ 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. ？ Analyzes all production request from external clients ensuring compliance to UN documentation rules and regulations, while evaluating costing estimates. ？ Manages implementation of relevant policies, guidelines, rules and regulation on control and limitation of documentation. ？ 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. ？ 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. ？ 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: ？ 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. ？ Analyzes reasons for any delays in finalisation of documents against agreed delivery deadlines delays and problems and proposing recommendations and achievable solution. ？ 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: ？ Servicing of ECA major conferences including committee meetings and the Annual session at ECA and away from Headquarters. ？ 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 ？ Prepare statistics of documents processed and meetings serviced and provide reports as and when required ？ Manages statistical master files of all meeting documents; maintain an electronic back up for business continuity process. ？ 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 ？ 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. ？ Undertakes other related duties as may be required Chief of the unit.

Competencies

Professionalism: 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 “slotting system”. 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.

Education

A high school diploma or equivalent is required. A bachelor’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 Qualification

Not available.

Work Experience

A 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.

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.