Documents Management Assistant

UN Secretariat; New York (NY); On-site; USD 85,000 - 125,000; Full time

Job summary

The United Nations Secretariat in New York seeks an experienced Documentation and Data Analyst to manage pre-session documents, ensuring compliance with deadlines and page limits while maintaining deadline reminder databases. The role supports the General Assembly, ECOSOC, and subsidiary bodies with timely, accurate documentation.

Responsibilities include processing official communications, responding to queries from author departments, and performing data collection, analysis, and reporting.

Qualifications

• Professionalism, teamwork, and planning & organizing are essential.
• Knowledge of documentation workflows and data analysis is required.
• Experience with data visualization and AI applications is desirable.

Responsibilities

• Evaluate pre-session documents for GA, ECOSOC, and subsidiaries to ensure compliance with mandates and deadlines.
• Maintain a computerized database to remind submitters of deadlines and provide updated information.
• Respond to document-related queries from author departments and processing units.
• Process official documents, including communications from Member States, and perform general office duties.
• Assist in data collection, analysis, and reporting to support planning and decision‑making, using data visualization techniques and AI where appropriate.

Skills

Professionalism

Teamwork

Planning & Organizing

Technological Awareness

Documentation workflows

Data analysis

Data visualization

AI applications

Education

High school diploma or equivalent

First-level university degree

Job description

Organizational context: This position is within the Documents Management Section (DMS), Central Planning Coordination Division (CPCD), Department for General Assembly and Conference Management (DGACM) in New York. The role operates under the general supervision of the Chief of the Section and reports to a designated supervisor and the Chief.

Job purpose: The primary purpose of this role is to manage and process pre-session documents for key UN bodies, ensuring compliance with legislative mandates, submission deadlines, and page limitations according to established policies and regulations. The incumbent will maintain a computerized database for deadline reminders and provide updated information to author departments and committee secretaries. This position also involves responding to document-related queries, processing official communications from Member States, and performing general office management functions. Additionally, the role contributes to data collection, analysis, and reporting to support planning and decision-making, utilizing data visualization methods and potentially AI to optimize efficiency and quality.

Responsibilities: Key responsibilities include evaluating pre-session documents for the General Assembly, ECOSOC, and their subsidiary bodies to ensure compliance with legislative mandates, submission dates, and page limits, adhering to relevant policies and regulations. The role involves maintaining a computerized database to alert submitters of deadlines and providing updated documentation information. Responding to document-related queries from author departments and processing units is essential. The incumbent will process official documents, including communications from Member States, and perform ad hoc tasks and general office management duties as assigned. Furthermore, the position requires assisting in the collection and analysis of data, preparing reports and presentations, and utilizing data visualization methods, including AI, to support planning and decision-making. Implementing and supporting databases and data collection systems to optimize efficiency and quality are also key functions.

Education: A high school diploma or equivalent is required. A first-level university degree or higher may reduce the minimum years of experience required.

Work experience: A minimum of five years of experience in documentation or a related field is required. This is reduced to three years for candidates with a first-level university degree. Experience in data analytics is also required. Experience within the UN Common System, similar international organizations, or with UN documentation systems like gDoc is desirable.

Skills: Professionalism, Teamwork, Planning & Organizing, Technological Awareness, knowledge of documentation workflows, data analysis, data visualization, and AI application.

Required languages: English, French

Desired languages: