DOCUMENTS MANAGEMENT ASSISTANT

Organizational Context

The United Nations Joint Staff Pension Fund (UNJSPF) provides retirement, death, disability, and related benefits to UN and member organization staff. With over 90,000 beneficiaries and 130,000 participants across 25 organizations, UNJSPF operates globally with offices in New York and Geneva. This role is within the Records Management and Quality Control Unit of the Pension Administration in New York, under the supervision of the Chief of Operations Support Section and Chief of Unit.

Job Purpose

This role supports the Records Management and Quality Control Unit within the UNJSPF Pension Administration in New York. The primary purpose is to manage and process documentation received by the Fund, ensuring efficient indexing, coding, and filing within the electronic system. The assistant will play a crucial part in maintaining the integrity and accessibility of participant and pensioner records, cross-referencing information using the Integrated Pension Administration System (IPAS). This involves assigning correspondence for action, prioritizing urgent matters, and maintaining both paper-based and electronic filing systems. The role also contributes to data analysis, report preparation, and updating information materials, supporting informed decision-making and knowledge management within the Fund.

Responsibilities

The Documents Management Assistant is responsible for receiving, verifying, and processing all incoming documentation for the Fund, preparing it for scanning and indexing into the electronic file system. Duties include selecting and codifying correspondence based on its nature and workflow, and indexing it using participant or pensioner numbers and Unique IDs within the IPAS. The role involves cross-referencing and name searching, assigning correspondence to the appropriate supervisor with priority levels, and consulting with other offices for scheduling. Maintaining the Fund's paper-based central filing system, monitoring off-site storage records, and registering incoming/outgoing records in the database are key responsibilities. Additionally, the assistant will track and update document information, respond to queries, perform general office management tasks, and assist with data collection, analysis, report preparation, and updating information materials.

Work Experience

A minimum of three years of progressive experience in conference services, documentation processing, or electronic record management is required. This minimum is reduced to one year for candidates holding a first-level university degree or higher. Experience in data analytics is desirable.

Skills

Professionalism, Planning and Organizing, Technological Awareness, knowledge of UN documentation workflows, data analysis, and electronic record management.

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