Documents Management Section Operations Unit Manager

Job Posting Organization:
The position is located within the Documents Management Section (DMS) of the Central Planning and Coordination Division (CPCD) under the Department for General Assembly and Conference Management at the United Nations Headquarters in New York. The organization is dedicated to facilitating the work of the United Nations by managing documentation and conference services effectively. The DMS plays a crucial role in ensuring that documentation processes align with the policies and guidelines set forth by the UN, thereby supporting the overall mission of the organization to promote international cooperation and peace.

Job Overview:
The incumbent in this position will oversee the Operations Unit within the Documents Management Section, ensuring that all documentation processes are managed in accordance with established policies and guidelines. This role involves providing first-level supervision to the staff, managing their performance, and coordinating activities to meet deadlines. The incumbent will also be responsible for establishing documentation requirements based on forecasts, assisting services with workload capacity, and maintaining regular contact with various stakeholders to ensure timely submissions of documentation. The position requires a proactive approach to managing documentation workflows and liaising with different departments to ensure that documentation is produced efficiently and effectively. The incumbent will also draft reports and provide guidance on documentation-related matters, ensuring that the organization meets its operational goals and deadlines.

Duties and Responsibilities:
The duties and responsibilities of the position include managing the Operations Unit's work in line with relevant policies, providing supervision to staff, coordinating activities, monitoring progress against deadlines, and adjusting priorities as needed. The incumbent will establish documentation requirements based on forecasts, assist services with workload concerns, and maintain contact with substantive and documentation focal points. Additional responsibilities include drafting inputs for reports, providing guidance on forecast-related matters, maintaining up-to-date information on documentation procedures, initiating business practices for metadata entry, and coordinating planning activities with other CPCD services. The incumbent will also oversee the analysis of submitted information, negotiate documentation requirements with departments, draft correspondence for the Chief of DMS, and contribute to the annual Conference Management Report. Furthermore, the role involves coordinating testing and feedback for the gDoc 2.0 system and working closely with the gDoc and gData teams on automated reports.

Required Qualifications:
Candidates must possess a thorough knowledge and proven skills in planning, coordination, and delivery of services in conference management. The ability to analyze data on conference services requirements is essential, as is the capacity to identify future trends and adjust to developments. The incumbent should demonstrate professional competence, efficiency in meeting commitments, and the ability to remain calm under pressure. Strong teamwork skills are necessary, as the role requires collaboration with colleagues to achieve organizational goals. The incumbent should also have a strong understanding of technological applications relevant to the office's work.

Educational Background:
An advanced university degree (Master's degree or equivalent) in business administration, management, or a relevant discipline is required. Alternatively, a first-level university degree combined with two additional years of qualifying experience may be accepted in lieu of the advanced degree.

Experience:
A minimum of five years of relevant experience in documents management and planning and coordination of complex operations is required. Out of these, three years within the United Nations Common System is desirable. Candidates should have experience in data analysis, managing a team of at least five staff, and familiarity with the UN official documentation production workflow. Experience with the gDoc platform and intergovernmental meeting bodies is also desirable.

Languages:
Fluency in English is required for this position, while knowledge of French is desirable. Knowledge of another official United Nations language is considered an advantage.

Additional Notes:
The appointment or assignment against this position is for an initial period of one year, with the possibility of renewal subject to the availability of the post or funds. Staff members are subject to the authority of the Secretary-General and may be assigned to various activities or offices of the United Nations. The position is part of a non-smoking environment, and reasonable accommodation may be provided to applicants with disabilities upon request. The United Nations does not charge a fee at any stage of the recruitment process.