Documents Management Assistant
Organizational Context
This position is within the Documents Management Section (DMS), Central Planning Coordination Division (CPCD), Department for General Assembly and Conference Management (DGACM) in New York. The role operates under the general supervision of the Chief of the Section and reports to a designated supervisor and the Chief.
Job Purpose
The primary purpose of this role is to manage and process pre-session documents for key UN bodies, ensuring compliance with legislative mandates, submission deadlines, and page limitations according to established policies and regulations. The incumbent will maintain a computerized database for deadline reminders and provide updated information to author departments and committee secretaries. This position also involves responding to document-related queries, processing official communications from Member States, and performing general office management functions. Additionally, the role contributes to data collection, analysis, and reporting to support planning and decision-making, utilizing data visualization methods and potentially AI to optimize efficiency and quality.
Responsibilities
Key responsibilities include evaluating pre-session documents for the General Assembly, ECOSOC, and their subsidiary bodies to ensure compliance with legislative mandates, submission dates, and page limits, adhering to relevant policies and regulations. The role involves maintaining a computerized database to alert submitters of deadlines and providing updated documentation information. Responding to document-related queries from author departments and processing units is essential. The incumbent will process official documents, including communications from Member States, and perform ad hoc tasks and general office management duties as assigned. Furthermore, the position requires assisting in the collection and analysis of data, preparing reports and presentations, and utilizing data visualization methods, including AI, to support planning and decision-making. Implementing and supporting databases and data collection systems to optimize efficiency and quality are also key functions.
Work Experience
A minimum of five years of experience in documentation or a related field is required. This is reduced to three years for candidates with a first-level university degree. Experience in data analytics is also required. Experience within the UN Common System, similar international organizations, or with UN documentation systems like gDoc is desirable.
Skills
Professionalism, Teamwork, Planning & Organizing, Technological Awareness, knowledge of documentation workflows, data analysis, data visualization, and AI application.