Org. Setting and ReportingThis position is located in the Documents Management Section (DMS), Central Planning and Coordination Division (CPCD), Department for General Assembly and Conference Management, New York. The incumbent reports directly to the Chief, Documents Management Section. ResponsibilitiesWithin delegated authority, the incumbent will be responsible for the following duties: Manages the work of the Operations Unit in line with relevant policies, rules and guidelines on control and limitation of documentation, as well as the slotting system: - Provides first level supervision to staff of the Operations Unit, manages their performance, coordinates the activities of the Operations Unit, monitors progress against deadlines, assigns and adjusts priorities as needed. - Establishes long-and short-term documentation requirements based on forecasts provided by the Planning Team and to ensure the workload of the non-slotted remains within the agreed workload projections. - Assists the Services with their workload capacity concerns to maintain a balance between the volume of documentation submitted and required production. - Works with the planning team to maintain the forecast workload to be on track for timely submissions and keeping up with the calendar of meetings of intergovernmental bodies and General Assembly established processing patterns. - Maintains regular contact with substantive and documentation focal points of submitting offices and processes sections. - Provides guidance on forecast-related matters. - Drafts inputs to reports for senior management of DGACM, UNHQ, and UN organs and bodies on workload matters and other documentation-related issues. - Provides advice and feedback to clients and peers on document submission matters. - Keeps abreast of the working methods and rules of procedures of submitting entities. - Maintains up-to-date information on all documentation procedures, including those of the General Assembly on control and limitation of documentation and of intergovernmental bodies serviced by UNHQ. - Initiates and develops business practices for the Section to ensure the metadata is entered correctly. - Drafts briefing materials and guidance notes as necessary. - Solicits inputs from substantive secretariats on projected workload for in-session documentation. Monitors submissions and follows up with counterparts to ensure the timely submission of forecasts: - Liaises and meets with substantive secretariats to discuss the analysis and evaluation of their non-forecasted documentation. - Provides detailed feedback on word count, legislative mandates, and other requisite information: - Responds to queries on relevant policies and regulations on documentation. Ensures continued support to the planning team with operations performances: - Coordinates planning activities and projects with other CPCD services, namely MMS and EAMU, to anticipate needs and flag possible conflicts upon assessment of official calendar of meetings, legislative mandates, and budgetary entitlements. - Cooperates with the Executive Office, DMS as required. - Supervises the analysis and validation of the submitted information against historical patterns, calendar of meetings, automated reports, and data analysis tools. - Maintains and develops relevant methodologies in cooperation with counterparts in CPCD and global DGACM. - Shares information on forecasts with processing sections to enable them to plan and adjust capacity as necessary. - Liaises regularly to request feedback on the feasibility of dates for the processing of specific submissions such as State Party reports, reports to the UN General -Assembly, and official publications. Negotiates with departments to modify documentation requirements and/or submission or issuance dates to ensure on-time availability of documentation; in so doing, consults with other services concerned. Drafts and oversees the work share with other duty stations. Drafts correspondence for the approval of the Chief, DMS. - Coordinates and oversees the Section’s input to the annual Conference Management Report and monthly statistics on documentation workload and timelines, when required. - Develops methodologies and provides substantive input as required. - Provides substantive inputs, prepares background notes and talking points, and drafts correspondence on documentation policy-related matters. Acts as a focal point during the maintenance phase of gDoc 2.0 and monitors/updates the list of system updates. - Coordinates the testing and feedback with all relevant DMS colleagues, compiles information for onward transmittal to the gDoc project manager, coordinates the testing to be completed by submitting departments, and provides training and guidance as required. - Contributes to regular meetings with the four duty stations on the gDoc 2.0 developments. - Works closely with the gDoc and gData teams on all automated reports managed by the Operations Unit. CompetenciesProfessionalism: Thorough knowledge and proven skills in planning, coordination and delivery of services in the field of conference management, including an awareness of how it is integrated into the Service/Division work programme. Ability to analyze data on conference services requirements in order to identify future trends and adjust to future developments. 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; 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 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. EducationAdvanced university degree (Master's degree or equivalent degree) in business administration, management or other relevant discipline. 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 five (5) years of relevant experience in documents management and planning and coordination of complex operations is required. Out of these, three (3) years' within the United Nations Common System is desirable. Experience in data analysis is required. Experience in managing a team of at least 5 staff is required. Experience with the UN official documentation production workflow is desirable. Experience with the gDoc platform is desirable. Experience in intergovernmental meeting bodies is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeAppointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate. 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. Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position. 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