Documents Management Assistant, Addis Ababa, Ethiopia

United Nations Economic Commission for Africa would like to hire a qualified candidate for Documents Management Assistant in Addis Ababa, Ethiopia

Posting Title: DOCUMENTS MANAGEMENT ASSISTANT

Job Code Title: DOCUMENTS MANAGEMENT ASSISTANT

Department/Office: ECONOMIC COMMISSION FOR AFRICA

Duty Station: ADDIS ABABA

Posting Period: 19 April 2016 – 18 May 2016

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Job Opening Number: 59501

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

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 Service category in the United Nations Secretariat.

External candidates will be considered only when no suitable internal candidates are identified from the duty station, and subject to a passing grade on the relevant entry-level examination. If selected, external candidates will be responsible for any expenses incurred in order to take the GGST examination, and, in the event of an employment offer, any cost relating to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to get any visas and work permits in order to take up the appointment. Candidates who are short-listed to be considered for this position will be contacted by the recruiter to be scheduled to sit for the GGST at a later date at the duty station.

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.

Organizational Setting and Reporting

The post is located in the Printing and Publishing Unit of Publications Section within Public Knowledge Management Division in the United Nations Economic Commission for Africa, Addis Ababa Ethiopia. The Document Management Assistant reports directly to the Supervisor of the Printing and Publishing Unit.

Responsibilities


Under the direct supervision of the Supervisor of the Printing and Publishing and the overall guidance of the Chief of Unit, the incumbent assists in the overall planning and scheduling production activities for all commission’s publications, documents, distribution activities including pre-sessions documents in accordance to the schedule agreed between the Chief and the Supervisor of the Unit in order to meet delivery schedules required by both internal and external clients. Prepares cost estimates for all printing orders both internal and external clients. Ensures that clients are billed accordingly and keep updated revenue collections from the printing services and manages and analysis all records of ISO 14001:2004, update records and conduct periodical internal audits. He/ She Establishes and maintains a computerized database in order to monitor and follow up submission of documents electronically through the document management system and provide author divisions with updated information on delivery dates, manages the correct issuance of raw materials in all production operations and ensure efficiency in the use of material per job, keeps a proper control of the print shop mini- store, keep a close account on material movement and receipt from the central stores ,prepares cost estimates for all printing orders, and ensure all technical parameters are included to arrive at competitive production cost for both internal and external clients., ensures that clients are billed accordingly and keep updated revenue collections from the printing services; maintains a proper history records for all equipment maintenance and repairs activities and ensure maintenance schedules are adhered to with consultation with the Supervisor or the Chief of the Unit; manages the procurement of low value items and ensure compliance on procurement rules and regulations, prepare Inspection and Receiving Report to facilitate vendor payment on time; generates crystal report on production activities and comparative reports on production processes to help in planning of the Unit capacity. He /She Manages and analysis all records of ISO 14001:2004, update records and conduct periodical internal audits and Keeps monthly account of all significant elements as per the policy on ISO -14001-2004, and advise the supervisor and the Unit Chief if there are any deviations on the agreed standards; manages an efficient distribution of the commission’s publication as per mailing list and pre and in sessions conference of documents and liaison with Registry Unit to ensure fast dispatch by either pouch system, surface mail and by Express mail such as DHL, liaises with Substantive Divisions to establish and maintain effective and relevant document dissemination activities.

Competencies

  • Professionalism – Knowledge of the UN documentation upstream planning, processing and distribution work flow. Ability to assist in verification of mandates and in the overall advance planning and scheduling of production documentation in accordance with the ‘slotting system’. Ability to organize information required for the monitoring, following-up and updating of the schedule of documentation. Knowledge of the relevant policies, guidelines, rules and regulations on control of documentation in order to evaluate submissions for processing and distribution. Ability to adapt to changing procedures and modus operandi in order to implement ever-changing concepts for improving timeliness of document production. . 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.

Education

High school diploma is required. Good knowledge of Document Management workflow processes either in the UN system or from international organizations with good knowledge in data management in a production environment is required. Knowledge of Print cost estimation and basic knowledge of printing processes and ISO-14001-2004 is a requirement. Excellent computer skills such as Microsoft excel words, power point and access is highly desirable.

Work Experience

A minimum of seven years progressive work experience in production planning in a busy modern printing facility is required. Experience in Document Management workflow processes either in the UN system or in international organizations is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of French is an advantage.

Assessment


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

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

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