documents management assistant

Org. Setting and Reporting

The United Nations Joint Staff Pension Fund 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.

The Pension Fund pays benefits in 17 currencies to more than 80,000 beneficiaries who reside in 190 countries, and services more than 140,000 participants who work in the 25 member organizations of the Pension Fund.

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 250 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 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.

Responsibilities

Responsibilities 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.

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& 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A 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.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include a desk review of applicants' candidates profile or an assessment exercise which will be followed by competency-based interview.

Special Notice

This temporary position is available through 31 December 2024. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located.

Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat.

Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).

Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.

This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.

Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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