Org. Setting and ReportingThis position is located in the Central Planning and Coordination Division (CPCD) of the Department for General Assembly and Conference Management (DGACM) at United Nations Headquarters in New York. The Chief of Section reports to the Director of CPCD. ResponsibilitiesWithin delegated authority, and under the supervision of the Director, CPCD, the Chief of the Documents Management Section is responsible for managing the planning and processing of all United Nations documentation submitted to DGACM in New York to ensure their timely availability in facilitating the intergovernmental processes. • Within delegated authority, and under the supervision of the Director, CPCD, the Chief of the Documents Management Section is responsible for managing the planning and processing of all United Nations documentation submitted to DGACM in New York to ensure their timely availability in facilitating the intergovernmental processes. • Duties include lead the semi-annual upstream proactive documents management exercise in establishing the submission schedules of documents in coordination with the author departments/offices and the Meetings Management Section, and oversees its implementation; • 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 development and implementation of the global conference systems such as gDoc (global Document Planning and Processing System), gText (global Translation and Text-Processing System) and gData (global Reporting Data Warehouse); • 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 management reports and statistics to all stakeholders as required; • Monitor the dynamic needs of the intergovernmental bodies; • 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 reports by author departments based on available capacity, current submission and processing rules; • Prioritize/rearrange the processing of reports due to unscheduled or unexpected submissions of high priority nature; • Respond to urgent or emergency requests promptly during regular working hours, and nights, weekends and public holidays as needed; • Harness resources as needed for emergency meetings of the Security Council and other bodies as needed on weekends and public holidays and during crisis operations; • Provide inputs to the flagship reports authored by the Department; • Undertake and manage mission assignments, including multitasking in conference services for meetings held away from New York; • 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 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 the 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 draft documentation and advise on planning and preparation and suggest ways to achieve 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 Director of CPCD; • Manage the planning and operations teams of the Section; • Act as Officer-in-Charge in the absence of the Director of the Division 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. EducationAdvanced 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. Job - Specific QualificationNot available. Work ExperienceA minimum of ten (10) years of progressively responsible experience in conference management or related areas is required. A minimum of five (5) years experience in an international, multi-lingual setting is required. A minimum of five (5) years in a managerial position is required. Experience in statistical reporting is required Experience in managing projects is desirable. LanguagesEnglish 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. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeStaff 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 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. 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. Individual contractors and consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for professional and higher temporary or fixed-term positions and their applications will not be considered. As of 30 November 2024, the total number of Member States that are either unrepresented or under-represented has remained the same as of the last month at 48. However, like the previous month, additional two unrepresented Member States, Angola and Guinea-Bissau, became underrepresented, so 4 underrepresented Member States gained representation within two months. Additionally, Ukraine has moved from within range to over-represented (Please see the table below). United Nations ConsiderationsAccording 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 FeeTHE 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.