Department for General Assembly and Conference Management

DGACM New York

Posting Title: Team Leader – Distribution, G7

Job Code Title: Senior Documents Management Assistant

Department/Office: Department for General Assembly and Conference Management

Duty Station: NEW YORK

Posting Period: 21 July 2022 – 19 August 2022

Job Opening Number: 22-Conference Services-DGACM-185299-R-New York (R)

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

Organisational Setting and Reporting

This position is located in the Meetings Support Section, Meetings and Publishing Division, Department for General Assembly and Conference Management (DGACM). The incumbent will be working under the direct supervision of the Chief of Meetings Servicing Unit.

Responsibilities

Under the overall supervision of the Chief, Meetings Servicing Unit, the incumbent is responsible for the following duties:

  • Supervises all aspects of official documents distribution, both in hardcopy and digital form, at the United Nations Headquarters in New York and ensuring the most efficient and effective dissemination of documentation and related materials. Ensures that all applicable procedures, administrative rules and policies are followed by the team.
  • Liaises and coordinates with the digital printing team, with regard to work-sharing and cooperation, print on demand arrangements, exchange of best practices, etc.
  • Ensures the preliminary logistic arrangements in advance for the efficient conduct of committees and meetings/conferences, including documents distributions/delivery.
  • Assists the Chief MSU in overseeing and modifying work processes in the area of documents distribution, as required, take advantage of developments in information technology, in particular in digital distribution of documentation and publications; and acts as the focal point for ongoing enhancements of the eStatements portal.
  • Ensures that all required services, including the availability and distribution of documents, and personnel are available, where applicable.
  • Supervises the staff assigned to the meeting room in retrieving documents electronically and in distributing texts of speeches, parliamentary documentation, ballot and results of voting.
  • Serves as the distribution lead at large conferences held away from UNHQ, and assist in the preparation of the conference services requirements and annexes to the host country agreement.
  • In consultation with the Chief, Meetings Servicing Unit (MSU), manages the day-to-day activities related to planning, leading and coordinating the work of the Distribution Sub Unit, providing managerial support and guidance to staff, maintaining the focus on quality and efficiency improvements, and ensuring the availability of adequate human and technical resources;

  • Reviews in-coming requests for documentation services ensuring that they are in line with UN rules and regulations governing processing and distribution of UN documents and publications; consults with submitting offices on the most efficient and cost effective routing of individual documents, with emphasis on digital distribution, and the reduction of print runs and stocks;
  • Maintains databases of meetings, including e-Meets, based on requests and publishes the list indicating the documentation on a monthly basis.
  • Coordinates the preparation of statistics on all aspects of the documentation dissemination activities; assists the Chief MSU in responding to queries from Delegations and secretaries.
  • Assists the Chief in overseeing and modifying work processes in the area of documents distribution, as required, taking advantage of developments in information technology, in particular in digital distribution of documentation and publications.
  • Manages, supervises, guides and trains staff under his/her supervision, including short-term support staff; evaluates staff performance and completes performance appraisals for staff supervised, interview and select candidates for job openings.
  • Performs other duties as required.

Competencies

  • Professionalism: Has knowledge of the UN structure and rules, including distribution to delegations and conference services policies, procedures and practices. Has ability to determine short-term staffing requirements and supervise them. Has knowledge of UN regulations, instructions and guidelines pertaining to documentation and international conferences. Has demonstrated use of initiative and is able to make appropriate linkages in work requirements and anticipate next steps. Has knowledge of documents programming systems (e.g. eDoc, etc.). Has good writing skills and ability to work with statistics and figures. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
  • 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.
  • Planning & 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.
  • 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.

Education

High school diploma or equivalent is required.

Work Experience

Ten years of progressively responsible experience in distribution, intergovernmental meetings and conferences service support or related is required

Experience with digital distribution systems (such as ODS), and documents planning systems (such as gDoc) is required.

Experience working with documents distribution and publishing practices within the United Nations system or similar organization is desirable.

Experience in servicing intergovernmental meetings is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official UN language is an advantage.

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources, and who have continuously held such appointments, are not required to take the new test.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 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.

Tags: documents distribution, gender perspective, human resources, human rights, humanitarian law, information technology, performance appraisal