Job: CHIEF, DOCUMENTS CONTROL UNIT, P5

Department/ Office

Department for General Assembly and Conference Management

Duty Station

NEW YORK

Posting Period

27 September 2013-26 November 2013

Job Opening number

13-CON-DGACM-30743-R-NEW YORK(G)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Central Planning and Coordination Service (CPCS) of the

Department for General Assembly and Conference Management (DGACM), New York. The

Chief of Unit reports to the Director/Chief of CPCS.

Responsibilities

Within delegated authority, and under the supervision of the Director/Chief, CPCS, the Chief of the Documents Control is responsible for the following duties:

Schedule and manage the processing of all United Nations documentation submitted to DGACM in New York; strategically plan, manage and coordinate document capacity planning, as well as workload sharing with the conference management offices in Geneva, Vienna and Nairobi; participate in change management strategies to upgrade, strengthen and reform the documentation process including by being involved in the implementation of the global conference systems of such as gDoc (global Document Planning and Processing System), gText (global Translation and Text-Processing System) and gData (global Reporting Data Warehouse), especially with the aim of building toward a global document management centre; participate actively in the development and enhancement of other global IT applications in documentation and meetings management areas; decide on priorities for competing documentation requirements as well as on the volume of documentation that can be accepted for processing at any given time, and if necessary, on what part of the workload can be deferred without adversely affecting the work of the Organization; advise DGACM management on documentation matters from strategic, technical and global perspectives; maintain, generate, distribute, analyse and make recommendations on the various document control reports and statistics to all stakeholders as required; monitor the dynamic needs of the intergovernmental bodies and maximize savings from PaperSmart mode of conference management; monitor and dynamically adjust document processing schedule in view of the dates for meetings of UN bodies and conferences outside of Headquarters and duty stations, taking into account projected documentation workloads; recommend dates for delivery of manuscripts by author departments based on available capacity, current submission and processing rules; prioritize/rearrange the processing of manuscripts due to unscheduled or unexpected submissions of high priority nature; prepare weekly duty roster to cover documentation, and respond to urgent or emergency requests promptly during regular working hours, and nights, weekends and public holidays as needed; coordinate weekly duty roster covering other areas of the Department and Organization; act as duty officer for the Department on a rotational basis which entails handling and organizing the weekend duty emergency contact list and harnessing resources as needed for emergency meetings of the Security Council and other bodies as needed on weekends and public holidays and during crisis operations; undertake and manage mission assignments, including multitasking in conference services for meetings held away from New York; anticipate problems and propose solutions; suggest improvements in documentation policies and procedures; recommend the level of resources required at given periods in the document-processing services; predict and monitor capacity issues which may affect the delivery of documentation, and propose solutions and develop back-up plans; manage proactively the publications in an orderly manner, and represent DGACM on the Publications Board as required; participate in the development and reengineering of regulations for the control and limitation of documentation that reflect both the requests of Member States and the changing needs and methods of work of the organization; ensure that such regulations are enforced; advise the Head of the Department on matters relating to documentation, anticipating impending problems/issues and providing solutions, on the basis of experience to develop good practices in documentation policies and procedures; participate in seminars, interagency meetings and intergovernmental bodies to explain documentation policies and practices of the organization; participate in the planning of sessions of intergovernmental bodies and conferences to advise on the production of relevant documentation; develop and maintain partnerships with substantive secretariats that originate documentation and advise on planning and preparation and suggest ways to meet greater efficiencies; interact with partners in the documentation chain in New York,Geneva, Vienna and Nairobi; perform ad hoc assignments/functions as assigned by the Head of the Department and or the Director/Chief of Division/Service; manage the Documents Control Unit; act as Officer-in-Charge in the absence of the Director/Chief of the Division/Service when required; perform other duties as necessary.

Competencies

Professionalism:

• Possesses knowledge of the full range of documentation processing for a large international multilingual organization and familiarity with proactive and integrated document and conference management, including advance planning of documentation and/or meetings.
• Familiarity with the UN legislative machinery and procedures and practices.
• Demonstrated skills in advanced information and communications technology (ICT) tools.
• Shows pride in work and in achievements. 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.
• Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and Organizing:

• Develops clear goals that are consistent with established 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.

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 the clients' environment to keep informed and anticipate problems;
• keeps clients informed of progress or setbacks in projects;
• meets timeline for delivery of products or services to client.

Managing Performance:

• Delegates the appropriate responsibility, accountability and decision making authority;
• makes sure that roles, responsibilities and reporting lines are clear to each staff member;
• accurately judges the amount of time and resources needed to accomplish a task and matches task to skills;
• monitors progress against milestones and deadlines;
• regularly discusses performance and provides feedback and coaching to staff;
• encourages risk-taking and supports creativity and initiative;
• actively supports the development and career aspirations of staff; appraises performance fairly.

Leadership:

• Serves as a role model that other people want to follow;
• empowers others to translate vision into results;
• is proactive in developing strategies to accomplish objectives;
• establishes and maintains relationships with a broad range of people to understand needs and gain support;
• anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements;
• does not accept the status quo;
• shows the courage to take unpopular stands;provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas.

Education

• Advanced university degree (Master's degree or equivalent) in business or public administration or related field.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

• A minimum of ten (10) years of progressively responsible experience in conference management, including preferably five (5) years in the international field and at least five (5) years in a managerial position required.
• Experience in developing and analyzing complex organizational issues/projects is desirable.
• Experience in developing organizational policies, procedures and guidelines including change management and in building support and consensus on critical issues among various stakeholders is desirable.
• Experience in the servicing of intergovernmental bodies or conferences is desirable.

Languages

• English and French are the working languages of the United Nations. For this post, fluency in written and spoken English is required. Knowledge of an additional official UN language is an asset.

Assessment Method

• Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Staff members of the United Nations Secretariat must fulfill the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover note.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

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.

More Info and Application