Documents Control Supervisor

Job Posting Organization:
The United Nations Economic Commission for Africa (UNECA) was established to promote economic and social development in Africa. Its mission is to deliver ideas and actions for an empowered and transformed Africa, informed by the 2030 Sustainable Development Goals (SDGs) and Agenda 206

• UNECA operates with a focus on advancing its position as a premier knowledge institution, developing macroeconomic and structural policy options, designing innovative financing models, contributing solutions to regional challenges, and advocating Africa's position at the global level. The organization is headquartered in Addis Ababa, Ethiopia, and employs a diverse workforce dedicated to addressing the continent's challenges.

Job Overview:
The Documents Control Supervisor position is situated within the Publications & Conference Management Section (PCMS) of UNECA. The incumbent will oversee the Documents Control Team, ensuring the delivery of technical, administrative, and substantive documentation services. This includes coordinating the workflow of document processing, maintaining quality assurance, and ensuring compliance with UN documentation rules. The role requires a proactive approach to managing documentation requests, liaising with various units, and providing timely updates on document statuses. The supervisor will also be responsible for preparing statistical reports and managing documentation for major conferences, thereby playing a crucial role in the effective dissemination of information within the organization.

Duties and Responsibilities:

• Planning and Quality Assurance: Analyze annual documentation forecasts, review requests for documentation services, ensure compliance with UN standards, manage documentation workflows, and maintain liaison with work units.
• Monitoring Work Progress: Liaise with heads of various units to obtain updates on document processing, analyze delays, and propose solutions.
• Document Control Support: Provide support during major conferences, establish client relationships, and advise on documentation requirements.
• Documentation Statistics: Prepare and manage statistics of documents processed, maintain electronic backups, and provide cost estimates for services.
• Other Duties: Assist in data collection and analysis, prepare presentations, and undertake additional tasks as required by the Chief of the unit.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a bachelor's degree in Information/Document Management being an advantage. Proficiency in computer applications such as Word and Excel is essential. Knowledge of UN documentation processes and experience in a similar environment is highly desirable. Candidates should demonstrate professionalism, client orientation, and the ability to adapt to changing procedures.

Educational Background:
A high school diploma is required, while a bachelor's degree in Information/Document Management or a related field is preferred. Familiarity with UN documentation processes and computer applications is advantageous.

Experience:
A minimum of seven years of progressively responsible experience in information management and document control is required. Candidates should have hands-on experience in document processing, planning, and scheduling, with familiarity in the UN documents management system being desirable. Experience in data analytics or related areas is also beneficial.

Languages:
Fluency in oral and written English is required. Knowledge of French or another official UN language is considered an advantage.

Additional Notes:
This position is subject to local recruitment, meaning candidates must be recruited within the country or commuting distance of the office. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Staff members are expected to adhere to the highest standards of efficiency and integrity, and reasonable accommodations may be provided for applicants with disabilities.