Senior Documents Management Assistant at United Nations Office at Nairobi (UNON)

This post is located in the Documents Management Unit, Planning and Coordination Section, Division of Conference Services. Under the supervision of the Chief Documents Management Unit, the incumbent will be responsible for assisting the Chief of Unit with the proactive documents management of UNON's clients by performing the below functions:

Responsibilities

• Initiate with submitting departments “up-stream” parliamentary documentation planning through the slotting system, follow up submission, processing and issuance compliance of all slotted documents for all intergovernmental bodies headquartered or serviced in Nairobi in line with rules and guidelines on timely submission and issuance as well as on the control and limitation of documentation (waiver management) by analyzing General Assembly and ECOSOC resolutions and decisions, and compiling reporting mandates for presession documents;
  • initiating consultations with author departments to establish submission schedules;
  •  conducting advance waiver management in close consultation with author departments;
  • preparing responses to waiver requests addressed by Heads of author departments when necessary;
  • providing technical and substantive support and advice for conducting proactive document management in general.
• Monitoring submission, processing and issuance of slotted documents by providing advice and guidance to author departments, following up on timely submission, and working closely with the Documents Management Unit on the scheduling of the processing of documents.
• Compiling and analyzing statistics on submission compliance by author departments, processing and issuance compliance of DGACM regularly;
  • coordinating preparation of the quarterly capacity planning exercise and assisting in improving the methodology of workload forecast of documents to be processed.
• Assisting the Chief in supervising and guiding the work of General Service staff of the Unit, and acting as project leader in compiling the slotting schedule and preparing statistics for the monthly and annual documentation management reports, including invoicing reports for extrabudgetary documents.
• 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.
• Performing other duties and assignments as assigned.

Competencies

• PROFESSIONALISM - Excellent knowledge of the rules and guidelines on documents as contained in the Pattern of Conferences resolutions; knowledge of the slotting system and waiver management; The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAM WORK - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other's ideas and expertise; is willing to learn from others; places team agenda before personal agenda. Supports and acts following final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishment and accepts joint responsibility for team shortcomings.
• 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 clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timelines for delivery of products or services to clients.

Education

• Completion of high school diploma or equivalent is required. Supplementary education in administration or information technology is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
• The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

• A minimum of (10) ten years of progressively responsible experience in the documentation field with supervisory function with experience in documentation upstream planning and proficiency in Microsoft Office Suite, in particular databases and Excel, is required.
• Experience in documentation upstream planning and knowledge of a document management system is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.