Documentation Control Officer

Job Advertisement

Position Title: Documentation Control Officer
Location: Geneva
Country: Switzerland
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Documents Control Unit of the Documents Management Section, which is part of the Central Planning and Coordination Service (CPCS) under the Division of Conference Management (DCM) of the United Nations. The organization is dedicated to facilitating the smooth operation of the General Assembly and Conference Management processes, ensuring that documentation is handled efficiently and in accordance with established guidelines. The United Nations, established in 1945, operates globally with a mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations. It employs thousands of staff across various countries, working towards its goals of international collaboration and humanitarian assistance.

Job Overview:
The Documentation Control Officer will play a crucial role in managing the flow of official documents within the United Nations framework. This position requires a thorough understanding of the United Nations documentation processes, including parliamentary documents and official publications. The incumbent will be responsible for monitoring the submission of documents, ensuring compliance with established guidelines, and coordinating with various departments to facilitate timely processing. The role demands a proactive approach to problem-solving and the ability to adapt to changing procedures to enhance the efficiency of documentation management. The officer will also be tasked with maintaining accurate records and providing updates on the status of documentation to various stakeholders, thereby ensuring transparency and accountability in the documentation process.

Duties and Responsibilities:
The incumbent will be responsible for a variety of tasks, including but not limited to: monitoring the progress of official document submissions in collaboration with the DMS Planning Unit; verifying that submissions align with documentation workload forecasts and relevant agendas; ensuring compliance with United Nations rules governing documentation; proposing amendments to document formats as necessary; entering detailed information into the gDoc system for scheduling and statistical purposes; monitoring the timely submission of documents and their progress through production stages; coordinating corrections across language versions; addressing queries regarding documentation status; and performing additional duties as required to support the overall mission of the Documents Control Unit.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred and may reduce the required work experience. The position requires at least five years of experience in the documentation field or a related area, with a minimum of three years of experience in the United Nations Common System or similar international organizations being desirable. Familiarity with the United Nations documentation system and the gDoc platform is also advantageous. Candidates should demonstrate a strong understanding of documentation policies and procedures, as well as the ability to work effectively in a multicultural environment.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will be given preference, as this may reduce the required years of relevant experience. The educational background should ideally include coursework or training related to documentation management, international relations, or a similar field that supports the functions of the role.

Experience:
The role requires a minimum of five years of relevant experience in the documentation field or a related area. For candidates with a first-level university degree or higher, the required experience is reduced to three years. It is essential that candidates have experience working within the United Nations Common System or similar international organizations, as this will provide the necessary context for understanding the unique documentation processes of the UN. Experience with the United Nations documentation system and the gDoc platform is also highly desirable, as it will facilitate a smoother transition into the role.

Languages:
Fluency in either English or French is mandatory, as these are the working languages of the United Nations Secretariat. Candidates must also possess knowledge of the other language. Additionally, knowledge of another UN official language is considered desirable, as it may enhance communication and collaboration within the diverse environment of the United Nations.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Geneva. Those selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruits. The United Nations emphasizes the importance of diversity and inclusion in its workforce and is committed to creating a respectful environment for all employees. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process. The organization adheres to strict ethical standards and will not consider candidates who have committed serious violations of law" style="border-bottom: 1px dotted #007bff !important;">international law or other misconduct.