Aug 25, Department for General Assembly and Conference Management – DCS Nairobi Documents Management Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya.

UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This post is in the Division of Conference Services (DCS), Planning and Coordination Section, Documents Management Unit. Under the direct supervision of the Documents Management Officer, the incumbent will perform the following functions: Within delegated authority, Documents Management Assistants will be responsible for the following duties:

Responsibilities

• Master’s the use of the Document Control system/data base gDOC in order to monitor and follow up submission of documents by electronically generated reminders and or by daily monitoring of documentation pipeline, provides author departments and committee secretaries with updated information, compiles statistics on compliance as required, and provides necessary information for forecast of documentation. Independently responds to queries from author departments and all processing units, particularly on issuance schedules.

• Processes requests of official documents of the United Nations Environment and UN-Habitat Assemblies and subsidiary bodies, as well as those of other non-calendar intergovernmental organs serviced by UNON and other work submitted for processing on reimbursable basis verifying mandates where applicable or financial information in the case of reimbursable submissions.

• Within the general UN documentation upstream planning policy and the language processing and distribution workflow, verifies legislative mandates and assists in the overall advance planning and scheduling of pre-session documentation in accordance with the “slotting system”. Organizes information required for the monitoring, following-up and updating of the schedule of documentation. Uses the relevant policies, guidelines, rules and regulations on control and limitation of documentation in order to evaluate submissions for processing and distribution.

Adapts to changing procedures and modus operandi in order to implement ever-changing concepts for improving timeliness of documentation. Research and organize information, and compiles statistics on performance by department/organ.

• 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.

• Trains and supervises new staff as appropriate.

• Carries out other tasks requested by the Chief.

• Performs general office

management functions as required.

Competencies

Professionalism: Excellent knowledge of the rules and guidelines on documents as contained in the Pattern of Conferences resolutions; knowledge of the slotting system and waiver management; The ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to develop, monitor, follow up and update the submission schedule of documentation; knowledge of the relevant policies, guidelines, rules and regulations on the timely submission and control and limitation of documentation.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other’s ideas and expertise; is willing to learn from others; places team agenda before personal agenda. Supports and acts following final group decisions, even when such decisions may not entirely reflect own position.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside clients’ environment to keep informed and anticipate problems.

Education

Completion of high school diploma or equivalent is required.

Supplementary education in business administration, project management or information technology is desirable.

Work Experience

A minimum of seven (7) Seven years of progressively responsible experience in the documentation field with experience in documentation upstream planning and proficiency in Microsoft Office Suite, in particular databases and Excel, is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.

Experience in documentation upstream planning and knowledge of a document management system is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

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 United Nations Officials language is desirable.

How to Apply

For more information and job application details, see; Department for General Assembly and Conference Management – DCS Nairobi Documents Management Assistant Jobs in Kenya

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