Senior Documents Management Assistant

Job Posting Organization:
The United Nations Economic Commission for Africa (UNECA) is dedicated to delivering ideas and actions for an empowered and transformed Africa, guided by the 2030 Sustainable Development Goals (SDGs) and Agenda 206

• UNECA aims to be a premier knowledge institution that addresses the continent's challenges while promoting local solutions. Established to foster economic diversification and job creation, UNECA also focuses on innovative financing models for infrastructure and human development, contributing to peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and social inclusion, and advocating for Africa's position in global governance.

Job Overview:
The Senior Documents Management Assistant will operate within the Publications & Conference Management Section (PCMS) of UNECA. The role involves supervising the Documents Control Team and ensuring the timely delivery of documentation and publications. The incumbent will analyze documentation forecasts, manage workflows, and liaise with various units to ensure compliance with UN documentation rules. This position requires a proactive approach to problem-solving and effective communication with clients and stakeholders to ensure that documentation needs are met efficiently and accurately. The role also includes preparing statistical reports and managing documentation for conferences, thereby playing a crucial part in the overall documentation process within UNECA.

Duties and Responsibilities:

• Planning and Quality Assurance: Analyze annual documentation forecasts, review requests for 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 track progress, analyze delays, and provide updates on document statuses.
• Document Control Support: Service major conferences, establish client relationships, and advise on documentation requirements.
• Documentation Statistics: Prepare and manage statistics of processed documents, 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 advantageous. Proficiency in computer applications such as Word and Excel is essential. Knowledge of UN documentation processes and regulations is highly desirable, along with the ability to adapt to changing procedures and effectively organize information for monitoring and updating documentation schedules.

Educational Background:
A high school diploma is required, while a bachelor’s degree in Information/Document Management workflow processes is preferred. Familiarity with computer applications and electronic file transfers is necessary for the role.

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 and planning/scheduling, with familiarity in the UN documentation management system being desirable. Experience in data analytics or related fields is also beneficial.

Languages:
Fluency in oral and written English is mandatory. Knowledge of French or another official UN language is considered an advantage, enhancing communication within the UN's multilingual environment.

Additional Notes:
This position is subject to local recruitment, meaning candidates must be recruited within Ethiopia or commuting distance. Staff members will not be eligible for international recruitment benefits. The UN is committed to gender equality and encourages female candidates to apply. The recruitment process adheres to the highest standards of efficiency and integrity, with a focus on creating a diverse and inclusive work environment.