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Records Management Specialist
2 months ago
This role is situated within the Documents Management Section (DMS) of the Central Planning Coordination Division (CPCD) within the Department for General Assembly and Conference Management (DGACM).
The incumbent operates under the general oversight of the Section Chief and reports directly to the designated supervisor.
Key ResponsibilitiesUnder the delegated authority and supervision of the Section Chief, the incumbent will undertake the following responsibilities:
- Support the comprehensive planning and scheduling of all in-session documents for various organs based in New York.
- Examine resolutions from the General Assembly and the Economic and Social Council to compile a list of mandated reports with designated authorship.
- Assess all in-session documents submitted for processing to ensure compliance with legislative mandates, submission deadlines, and relevant policies.
- Develop and maintain a computerized database to monitor document submissions, provide reminders, compile compliance statistics, and forecast documentation needs.
- Evaluate submissions for translation required for intergovernmental bodies and UN Publications, negotiating with relevant technical and substantive offices.
- Independently address inquiries from author departments and processing units, particularly regarding issuance schedules.
- Process communications from Member States as official documents for the General Assembly, ECOSOC, and Security Council, verifying agenda items and language references.
- Review documents and sales publications for editing to ensure adherence to submission standards.
- Assist the Section Chief in job assignments and workflow tracking, keeping all parties informed of changes in processing schedules.
- Ensure that all personnel in the unit have access to basic computer equipment and technical support.
- Perform general office management duties for the unit.
- Train and supervise new staff as necessary.
- Execute additional tasks as requested by the Chief, including general office management functions.
- On a rotational basis, oversee Section operations outside regular working hours.
- Carry out other assigned duties as needed.
Professionalism:
Knowledge of documentation registration, processing, and distribution workflows.
Ability to verify legislative mandates and assist in the advance planning and scheduling of pre-session documentation.
Proficiency in organizing information for monitoring and updating documentation schedules.
Familiarity with relevant policies and regulations governing documentation to evaluate submissions.
Capacity to adapt to evolving procedures and concepts for enhancing documentation timeliness.
Ability to research, organize information, and compile departmental performance statistics.
Demonstrates commitment to gender equality and the equal participation of all individuals in the workplace.
Teamwork:
Collaborates effectively with colleagues to achieve organizational objectives; values diverse ideas and expertise; prioritizes team goals over personal agendas.
Planning & Organizing:
Establishes clear goals aligned with strategies; identifies priorities and allocates resources efficiently; anticipates risks and prepares contingencies.
EducationHigh school diploma or equivalent required.
Work Experience
A minimum of seven years of experience in conference services, documentation, or administrative management is required. Experience in providing technical support to language staff and utilizing resource management systems is also necessary.
Languages
Fluency in oral and written English is essential. Knowledge of another official UN language is advantageous.
Assessment
Qualified candidates may undergo an assessment exercise followed by a competency-based interview.
Special Notice
This position is subject to local recruitment rules. Selected candidates will be responsible for their travel and relocation costs. Staff members are expected to adhere to the authority of the Secretary-General and may be assigned to various functions as needed.
