Apply for DOCUMENTS MANAGEMENT ASSISTANT, New York, United States Job Vacancy | Position

Organizational Setting and Reporting

The United Nations Joint Staff Pension Fund (UNJSPF) was established in 1948 by the United Nations General Assembly to offer retirement, loss of life, incapacity, and associated advantages for workers of the United Nations and different member organizations of the Fund. The UNJSPF pays advantages in 18 currencies to greater than 80,000 beneficiaries who reside in 190 nations, and companies greater than 140,000 contributors who work within the 25 member organizations of the UNJSPF. The Fund has workplaces in New York (United States) and Geneva (Switzerland) and two liaison workplaces in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) contains about 250 workers from numerous nations and cultures, primarily based throughout 4 distinguished obligation stations (New York, Geneva, Bangkok, and Nairobi). We are a profession employer providing distinctive alternatives for progress throughout the United Nations system. Our workplace is positioned within the coronary heart of Manhattan, inside strolling distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld constructing). Visit www.unjspf.org for extra particulars. This place is positioned within the Records Management and Quality Control Unit (RMQCU) of the Pension Administration of the United Nations Joint Staff Pension Fund (UNJSPF), New York workplace. This place is below the final supervision of the Chief of Operations Support Section and direct supervision of the Chief of Unit.

Responsibilities

Responsibilities Within delegated authority, a Documents Management Assistant at this degree is accountable for the next duties:

• Receives, verifies and processes submissions of documentation acquired by the Fund. Opens, batches and prepares them for scanning and indexing within the Fund’s digital file system.
• Selects and codifies in accordance with the character of the communication and for every bit of correspondence, from numerous workflows.
• Indexes incoming correspondence with the participant’s pension quantity or the pensioner/beneficiary’s retirement quantity and for all of the Unique ID quantity; cross referencing and title looking by utilizing the Fund’s Integrated Pension Administration System (IPAS). Assigns the vacation spot of every piece of correspondence for motion to the suitable supervisor in a number of areas of the Fund secretariat on the premise of the kind of motion required, additionally assigning order of precedence, i.e., loss of life notices, separation notifications, fee directions, and so on.
• Undertakes session with submitting workplaces and Documents Control for scheduling functions.
• Maintains the Fund’s paper-based central submitting system which calls for monitoring of the up to-date information of the Fund’s off-site storage amenities and registering the Fund’s incoming and outgoing information within the Fund’s database system. epZVOTO DHXxax
• Tracks and updates doc data in databases.
• Responds to queries.
• Carries out different duties requested by the Chief; performs basic workplace administration capabilities as required.
• Assists with the gathering and evaluation of knowledge in addition to preparation of knowledge shows and reviews for data sharing, responding to queries, data administration, planning and resolution making.
• Assists with visualizations and updating data materials equivalent to net pages or brochures.

Competencies

• Professionalism: Knowledge of the UN documentation upstream planning, processing and distribution work move. Ability to help in verification of mandates and within the general advance planning and scheduling of pre-session documentation in accordance with the “slotting system”. Ability to prepare data required for the monitoring, following-up and updating of the schedule of documentation. Knowledge of the related insurance policies, pointers, guidelines and laws on management and limitation of documentation as a way to consider submissions for processing and distribution. Ability to adapt to altering procedures and modus operandi as a way to implement ever-changing ideas for enhancing timeliness of documentation. Shows delight in work and in achievements; demonstrates skilled competence and mastery of material; is conscientious and environment friendly in assembly commitments, observing deadlines and reaching outcomes; is motivated by skilled fairly than private issues; exhibits persistence when confronted with troublesome issues or challenges; stays calm in disturbing conditions. Commitment to implementing the purpose of gender equality by guaranteeing the equal participation and full involvement of men and women in all points of labor.
• Planning& Organizing: Develops clear targets which are in step with agreed methods; identifies precedence actions and assignments; adjusts priorities as required; allocates applicable period of time and assets for finishing work; foresees dangers and permits for contingencies when planning; displays and adjusts plans and actions as vital; makes use of time effectively.
• Technological Awareness: Keeps abreast of accessible expertise; understands applicability and limitation of expertise to the work of the workplace; actively seeks to apply expertise to applicable duties; exhibits willingness to study new expertise.

Education

High faculty diploma or equal is required.

Job – Specific Qualification

Not accessible.

Work Experience

A minimal of three (3) years of progressively accountable expertise within the space of convention companies, documentation processing and digital report administration or associated space is required. The minimal years of related expertise is lowered to 1 (1) for candidates who possess a first-level college diploma or greater. 1 12 months or extra of expertise in knowledge analytics or associated space is fascinating.

Languages

English and French are the working languages of the United Nations Secretariat. For the submit marketed, fluency in oral and written English is required. Knowledge of one other official United Nations language is a bonus.

Assessment

Evaluation of certified candidates could embrace a desk evaluation of candidates’ candidates profile or an evaluation train which can be adopted by competency-based interview.

Special Notice

This place is obtainable for 364 days with the opportunity of extension topic to availability of funding. This place is topic to native recruitment pursuant to workers rule 4.4 of the United Nations Staff Rules. Applicants for positions within the General Service and associated classes should be licensed to work for the United Nations within the obligation station the place the place is positioned. Staff members topic to native recruitment usually are not eligible for allowances or advantages completely relevant to worldwide recruitment. The relevant human assets procedures are ruled by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. Any candidate from a member group of the UNJSPF making use of for this submit is taken into account as an inner candidate offered he/she has been appointed by way of the appointment and promotion procedures relevant in his/her respective group.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration within the employment of the workers is the need of securing the best requirements of effectivity, competence, and integrity. Candidates is not going to be thought-about for employment with the United Nations if they’ve dedicated violations of worldwide human rights legislation, violations of worldwide humanitarian legislation, sexual exploitation, sexual abuse, or sexual harassment, or if there are affordable grounds to imagine that they’ve been concerned within the fee of any of those acts. The time period “sexual exploitation” means any precise or tried abuse of a place of vulnerability, differential energy, or belief, for sexual functions, together with, however not restricted to, profiting monetarily, socially or politically from the sexual exploitation of one other. The time period “sexual abuse” means the precise or threatened bodily intrusion of a sexual nature, whether or not by power or below unequal or coercive circumstances. The time period “sexual harassment” means any unwelcome conduct of a sexual nature which may moderately be anticipated or be perceived to trigger offence or humiliation, when such conduct interferes with work, is made a situation of employment or creates an intimidating, hostile or offensive work setting, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who’ve dedicated crimes aside from minor visitors offences might not be thought-about for employment. Due regard can be paid to the significance of recruiting the workers on as huge a geographical foundation as doable. The United Nations locations no restrictions on the eligibility of women and men to take part in any capability and below circumstances of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking setting. Reasonable lodging could also be offered to candidates with disabilities upon request, to assist their participation within the recruitment course of. By accepting a letter of appointment, workers members are topic to the authority of the Secretary-General, who could assign them to any of the actions or workplaces of the United Nations in accordance with workers regulation 1.2 (c). Further, workers members within the Professional and better class as much as and together with the D-2 degree and the Field Service class are usually required to maneuver periodically to discharge capabilities in numerous obligation stations below circumstances established in ST/AI/2023/3 on Mobility, as could also be amended or revised. This situation of service applies to all place particular job openings and doesn’t apply to short-term positions. Applicants are urged to fastidiously comply with all directions accessible within the on-line recruitment platform, inspira, and to discuss with the Applicant Guide by clicking on “Manuals” within the “Help” tile of the inspira account-holder homepage. The analysis of candidates can be performed on the premise of the knowledge submitted within the application in accordance with the analysis standards of the job opening and the relevant inner legislations of the United Nations together with the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and pointers. Applicants should present full and correct data pertaining to their private profile and {qualifications} in accordance with the directions offered in inspira to be thought-about for the present job opening. No modification, addition, deletion, revision or modification shall be made to purposes which have been submitted. Candidates below critical consideration for choice can be topic to reference checks to confirm the knowledge offered within the application. Job openings marketed on the Careers Portal can be eliminated at 11:59 p.m. (New York time) on the deadline date.

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.