Management jobs at the United Nations in Thailand

Position: Documents Management Assistant at the United Nations Economic and Social Commission for Asia and the Pacific

About position

The Documents Management and Reproduction Unit of the Conference and Documentation Services Section (CDSS), the office of Executive Secretary of ESCA is seeking Documents Management Assistant to assist the project in Thailand.

In particular, the Documents Management Assistant will be accountable for the following duties

• Assists in the overall planning and scheduling of all pre-in and post-session documents in accordance with the new “slotting system”.
• Evaluates all pre- in and post-session documents for ESCAP and its committees submitted for processing, in order to verify legislative mandates, ensure compliance with submission dates, page-limitation, in accordance with relevant policies, guidelines, rules and regulations on control and limitation of documentation.
• Conducts the initial screening of the submitted documents to make sure they meet established documents submission requirements.
• Compiles submitted corrections in the relevant language, according to the required format.
• Liaises with the chiefs of Language Units to obtain information on work progress at different stages. Ensure timely issuance of documents and alerting the Chief on any delays and problems.
• Assists in maintaining a computerized database in order to alert submitters of submission deadlines by electronically-generated reminders. Also, provides author departments and committee secretaries with updated information as requested.
• Responds to document-related queries from author departments and all processing units on issuance schedules.

Additional duties

• Creates and requests new staff profile in systems.
• Liaises with UN Vienna Documents, Conference and Production Management System (DCPMS) team in case of the errors occurred in DCPMS including on the issues relocation of staff to Bangkok.
• Works with the Administrative Assistant (Contractual) and assists in monitoring that submission deadlines are met and completed work is received from the contractors and distributes documents for formatting if necessary.
• Signs the job out in the Documents, Conference and Production Management System (DCPMS) upon completion.
• Furthermore, carries out other duties and ad hoc tasks assigned by the Chief; performs general office management functions as required.

Requirements

• High School diploma or equivalent education is required. In addition to that, A minimum of five years of experience in conference services, documentation processing, and management or related area.
• Experience with the Documents, Conference and Production Management System (DCPMS) is highly desirable. Similarly, experience with the United Nations Common System or international organizations is an advantage.
• For this position, fluency in English is necessary. However, additional knowledge of any other UN official language is an asset.