Current Opportunities at Department for General Assembly and Conference Management – DCS Nairobi

Responsibilities
Within limits of delegated authority, Documents Management Assistants at this level are responsible for the following duties:  

• Master's the use of the Document Control system/data base gDOC in order to monitor and follow up submission of documents by electronically generated reminders and or by daily monitoring of documentation pipeline, provides author departments and committee secretaries with updated information, compiles statistics on compliance as required, and provides necessary information for forecast of documentation.
• Independently responds to queries from author departments and all processing units, particularly Documents Control on issuance schedules. 
• Processes requests of official documents of the United Nations Environment and UN-Habitat Assemblies and subsidiary bodies, as well as those of other non-calendar intergovernmental organs serviced by UNON and other work submitted for processing on reimbursable basis verifying mandates where applicable or financial information in the case of reimbursable submissions. 
• Within the general UN documentation upstream planning policy and the language processing and distribution workflow, verifies legislative mandates and assists in the overall advance planning and scheduling of pre-session documentation in accordance with the "slotting system". Organizes information required for the monitoring, following-up and updating of the schedule of documentation. 
• Uses the relevant policies, guidelines, rules and regulations on control and limitation of documentation in order to evaluate submissions for processing and distribution. 
• Adapts to changing procedures and modus operandi in order to implement everchanging concepts for improving timeliness of documentation. Research and organize information, and compiles statistics on performance by department/organ. Trains and supervises new staff as appropriate. 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. 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 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.  
• TEAMWORK: 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 secondary education/ high school diploma is required.  Supplementary education in administration, documents management or information technology is desirable.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in the documentation field with experience 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.

Deadline : Mar 20, 2024

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Responsibilities

• Defines the programme of work and provides guidance to and supervise staff in the Unit.  
• Researches, analyzes and evaluates new technologies, including those implemented elsewhere in the Department of General Assembly and Conference Management (DGACM) and makes recommendations for their applicability, deployment and adaptation to DCS Nairobi.  
• Serves as the Focal Point for the Division in all systems related issues, by liaising with counterparts in Nairobi, Geneva, Vienna and New York duty stations.
• Works closely with the ICT Section in UNON, with other ICT counterparts, with external partners, technology vendors and industry experts to leverage their expertise and supports the organization's digital initiatives.
• Take the lead in implementing accessibility strategies related to digital technologies in the Division.    
• Organizes and performs unit and integrated testing, designing and utilizing test bases, assists users in acceptance testing.
• Develops training materials, operating and user manuals; trains staff in assigned systems. 
• Take the lead in identifying and executing digital transformation initiatives specifically within the Digital Workplace, ensuring that these initiatives are in line with the overall digital strategy of the Department. 
• Identifies opportunities for innovation and develops strategies to enable continuous improvement and the delivery of cutting-edge digital solutions.  
• Researches, analyzes and evaluates new technologies and makes recommendations for their deployment.  
• Participates in writing reports and papers on systems-related topics, system requirements, information strategy, among others.  
• Manages projects involving feasibility studies, systems analysis, design, development, and implementation of new, moderately complex systems, and/or, participates as a member of a development team with responsibility for major components of the more complex systems.
•  Provides specialized advice to users, analyzing users’ requirements and translating these into new applications; determines application systems integration and linkage issues.  
• Provides support to existing user systems; troubleshoots and provides continuing user support, to include resolving difficult problems, advising on the use of new techniques, monitoring transactions to measure performance and continued effectiveness of assigned systems among others. 
• Provides technical advice in the integration of many interrelated systems and program elements; ensures appropriate data security and access controls considering both local and wide area issues.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.    
• Performs any other duty as assigned.

Competencies

• PROFESSIONALISM: Knowledge of policies, processes and procedures related to the production of documentation. Knowledge of information technology/information management, particularly in cloud computing, systems analysis, digital technologies, and database design. Strong analytical and problem-solving skills, including proficiency in the development and implementation of systems of moderate size/complexity. Knowledge of interactive systems. Good knowledge of organization’s information infrastructure and IT strategy as it relates to user area(s). Independently maintains assigned systems and develops innovative approaches to resolve a wide range of issues/problems. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and achievements and 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 and 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.  
• COMMUNICATION:  Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.  
• 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.  
• COMMITMENT TO CONTINUOUS LEARNING: Keeps abreast of new developments in own occupation/profession. Actively seeks to develop oneself professionally and personally. Contributes to the learning of colleagues and subordinates. Shows willingness to learn from others. Seeks feedback to learn and improve.

Education

• Advanced university degree (Master’s degree or equivalent) in computer science, information systems, mathematics, statistics or related field is required. A first-level degree in the specified fields of studies with two (2) additional years of relevant work experience may be accepted in lieu of the advanced university degree.  Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Job - Specific Qualification

• Information Technology Infrastructure Library certificate is required.    
• Additional certifications or specialized training in digital transformation, technology management, or related areas is desirable.    

Work Experience

• A minimum of five (5) years of progressively responsible experience in planning, design, development, implementation and maintenance of computer information systems or related area is required.  
• In-depth knowledge and expertise in digital technologies, such as cloud computing, artificial intelligence, ERP, automation, and digital platforms is required.    
• Experience with digital printing press technology is desirable.  
• Experience handling conference area related applications is desirable.    
• Two (2) years or more of experience in data analytics or related area is desirable.

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Responsibilities

• Organizes and co-coordinates the work of a particular shift with a view to ensuring the timely production of official documents and publications.   
• Ensures digital printing equipment is operated in accordance with the Standard Operating Procedures (SOPs).    
• Takes responsibility for identifying hazardous tasks/operations in accordance with the guidelines set out in the SOPs and follows environmental guidelines and recommendations set out by the environmental management review team.   Interfaces, as required, with the Front Desk Publishing Section Team Leads to ensure a complete understanding of the job.   
• Distributes assignments so as to ensure efficient and effective processing of documentation and an equitable distribution of work.   Maintains daily statistics.    
• Receives jobs in a variety of formats, e.g. PDF or native file (Adobe Creative Suite).   Performs all digital printing equipment operator functions as noted in the job specifications.   Maintains knowledge of safety requirements of job and equipment, and ensures the safe, effective and efficient operation of equipment to the highest industry standards and as noted in the job specifications.   Maintains a clean and well-organized work area.   
• Informs supervisor of equipment problems, and co-ordinates with manufacturer/vendor for repairs, as needed.   
• Operates finishing equipment attached to digital printing equipment.  
• Performs operator level troubleshooting and maintenance on the digital printing equipment in accordance with manufacturer/vendor’s specifications.   
• Assures smooth continuity with respect to consecutive shifts.
• Prioritizes work to be continued and gives special instructions as needed.  Trains more junior staff in operation of equipment and work-flow procedures.  
• Performs supervisory functions in the absence of the team leader.  
• Rotates in shifts, as well as weekend on-call duties, as needed. Depending on the needs of the service, availability for overtime is expected.  
• 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.  
• Performs other related work as required.

Competencies

• PROFESSIONALISM: Knowledge of policies, processes and procedures related to the production of documentation and publications. Knowledge of publishing and graphic industry standards as well as in the use of modern digital printing and finishing equipment such as large inkjet color digital press, latex and outdoor large format printers, UV LED Flat-bed large format printers, digital paper cutters, thermal wide format laminators, digital booklet finishing units, die cutting equipment, etc. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.  
• COMMUNICATION:  Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors' language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.  
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignment; 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.

Education

• Completion of high School Diploma or equivalent is required.    
• Supplementary training in digital printing technologies including skills in equipment operations is required.

Work Experience

• A minimum of seven (7) years of progressively responsible work experience in digital printing in pre-press and digital printing is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.    
• Experience using Microsoft Office/Office 365 (Outlook, SharePoint, PowerPoint, Excel), is desirable.  
• 1 year or more of experience in data analytics or related area is desirable.

Deadline : Mar 19, 2024