Economic Commission for Africa Documents Management Assistant Jobs in Ethiopia

Economic Commission for Africa Documents Management Assistant Jobs in Ethiopia

Org. Setting and Reporting

ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA's five strategic directions which are: Advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues.

This position is in the Publications, Conference and Knowledge Management Division/ Publications and Conference Management Section. Under the general supervision of the Head of the Production Services, and the direct supervision of the Chief of Documents Planning and Monitoring Unit, he/she will be responsible for the following duties:

Responsibilities

• Evaluates all pre-session documents submitted for processing, to verify legislative mandates, advises author departments on submission requirements, ensures compliance with submission dates, page-limitation, and in accordance with relevant policies, guidelines, rules and regulations on control and limitation of documentation.

• Prepares cost estimates for documentation services as required.

• Establishes and maintains a computerized database to monitor and follow up submission of documents by electronically generated reminders, to provide author divisions secretaries with updated information, to compile statistics on compliance as required, and to provide necessary information for forecast of documentation.

• Independently responds to queries from author departments and all processing units, particularly documents control on issuance schedules including transmitting corrections made by author departments/divisions to texts in process.

• Contacts short term language staff and individual contractors for their availability indicating the rates to be paid based on the existing fee structure, including preparing related requests for the recruitment of contractors in Inspira and Umoja.

• Reviews contracts prepared to ensure that the information contained therein is in line with established procedures and on completion of a contract certifies, based on the contract and performance evaluation, that services provided were satisfactory to release payment

• Performs general office management functions as required.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Trains and supervises new staff as appropriate.

• Performs other duties as assigned.

Competencies

• Professionalism: Knowledge of the UN documentation upstream planning, processing and distribution work flow. Ability to verify legislative mandates and to assist in the overall advance planning and scheduling of pre-session documentation in accordance with the “slotting system”.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Client Oreintation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions.

Education

High School diploma or equivalent.

Work Experience

Seven years of experience in conference services, documentation processing and management or related area is required.

Work experience in the United Nations documents management system such as Documents, Conference and Production Management System (DCPMS) is desirable.

Experience in servicing intergovernmental meetings particularly applying UN documentation rules is desirable.

One year or more of experience in data analytics or related area is 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. Knowledge of another official United Nations language is an advantage.

How to Apply

For more information and job application details, see; Economic Commission for Africa Documents Management Assistant Jobs in Ethiopia

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