Documents Management Assistant temporary - Santiago de Chile - United Nations

United Nations

Empresa verificada

Santiago de Chile

hace 1 semana

Publicado por:

Valentina Hurtado

beBee Recruiter

Descripción

This position will be temporarily vacant until April 2023.

This position is located in the Documents Control Unit of the Documents and Publications Division at ECLAC.

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

Responsibilities:

Within limits of delegated authority, Documents Management Assistants at this level are responsible for the following duties: (These duties are generic and may not be carried out by all Documents Management Assistants)

Assists in the overall planning and scheduling of all presession documents for all organs headquartered in New York in accordance with the new "slotting system".
Analyzes resolutions of the General Assembly and the Economic and Social Council in order to compile the list of mandated reports with assigned authorship.
Evaluates all presession documents submitted for processing, in order to verify legislative mandates, ensures compliance with submission dates, pagelimitation, and in accordance with relevant policies, guidelines, rules and regulations on control and limitation of documentation.
Establishes and maintains a computerized database in order to monitor and follow up submission of documents by electronicallygenerated reminders, to provide author departments and committee secretaries with updated information, to compile statistics on compliance as required, and to provide necessary information for forecast of documentation.
Independently responds to queries from author departments and all processing units, particularly Documents Control on issuance schedules.
Processes as official documents of the GA, ECOSOC and Security Council, communications received from Member States, verifying agenda items and language references with Permanent Missions, and consulting with Security Council Secretariat and Documents Control on their issuance.
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: Knowledge of the UN documentation upstream planning, processing and distribution work flow.

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 in order to evaluate submissions for processing and distribution. Ability to adapt to changing procedures and modus operandi in order 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 in order to evaluate submissions for processing and distribution. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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 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.

Education
High school diploma or equivalent is required.

Work Experience
At least seven (7) years of experience in conference services, documentation processing and management or related area is required.

Special experience in United Nations documents and publications services is desirable.

One (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. For this position fluency in En