Back DOCUMENTS MANAGEMENT ASSISTANT

Org. Setting and ReportingThe United Nations Joint Staff Pension Fund (UNJSPF) was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. UNJSPF administers benefits of more than 90,000 beneficiaries residing in more than 190 countries, paid in 18 currencies, and services more than 130,000 participants who work in the 25 member organizations of UNJSPF. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 278 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details. This position is located in the Records Management and Quality Control Unit (RMQCU) of the Pension Administration of the United Nations Joint Staff Pension Fund (UNJSPF), New York office. This position is under the general supervision of the Chief of Operations Support Section and direct supervision of the Chief of Unit. ResponsibilitiesResponsibilities within delegated authority, a Documents Management Assistant at this level is responsible for the following duties:

• Receives, verifies and processes submissions of documentation received by the Fund. Opens, batches and prepares them for scanning and indexing in the Fund's electronic file system.
• Selects and codifies according to the nature of the communication and for each piece of correspondence, from various workflows.
• Indexes incoming correspondence with the participant's pension number or the pensioner/beneficiary's retirement number and for all the Unique ID number; cross referencing and name searching by using the Fund's Integrated Pension Administration System (IPAS).

Assigns the destination of each piece of correspondence for action to the appropriate supervisor in one or more areas of the Fund secretariat on the basis of the type of action required, also assigning order of priority, i.e., death notices, separation notifications, payment instructions, etc.

• Undertakes consultation with submitting offices and Documents Control for scheduling purposes.
• Maintains the Fund's paper-based central filing system which calls for monitoring of the up to-date records of the Fund's off-site storage facilities and registering the Fund's incoming and outgoing records in the Fund's database system.
• Tracks and updates document information in databases.
• Responds to queries.
• Carries out other tasks requested by the Chief; performs general office management functions as required.
• 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. Competencies

Professionalism:

Knowledge of the UN documentation upstream planning, processing and distribution work flow. Ability to assist in verification of mandates and 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. 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.

Planning and 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.

Technological Awareness:

Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of three (3) years of progressively responsible experience in the area of conference services, documentation processing and electronic record management or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. One year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). UN P11 form 📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐 ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!