| Posting Title: | DOCUMENTS MANAGEMENT ASSISTANT |
| Job Code Title: | DOCUMENTS MANAGEMENT ASSISTANT |
| Department/Office: | UNITED NATIONS JOINT STAFF PENSION FUND |
| Duty Station: | NEW YORK |
| Posting Period: | 03 October 2016 - 09 October 2016 |
| Job Opening Number: | 67680 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Duration: This position is available for six months, with possibility of extension, and the selected candidate is expected to start as soon as possible. All posts are subject to availability of funds.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat.
Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Notes:
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
Org. Setting and Reporting This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat.
Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Notes:
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
This position is located in the Pension Fund Records Management and Distribution Unit (RMDU) of the United Nations Joint Staff Pension Fund (UNJSPF). The incumbent reports to
the Chief, Client Services, Record Management and Distribution Section through the Chief of Unit.
Responsibilities the Chief, Client Services, Record Management and Distribution Section through the Chief of Unit.
Under the overall supervision of the Chief, Client Services, Record Management and Distribution Section through the Chief of Unit, the Information Management Assistant assists
with the following duties:
• Reviewing the daily incoming correspondence and communications received by the Fund which can be written in various languages, open, batch
and prepare them for scanning and then indexing in the Fund's electronic file system;
• Selecting and codifying, according to the nature of the communication and for each piece of correspondence, from various work flows and ultimately creating a new case file or adding to an existing one;
• Indexing incoming correspondence with the participant's pension number or the pensioner/beneficiary's retirement number and for all the Unique ID number; cross-referencing and name searching by using the Fund's Integrated Pension Administration System (IPAS). Assigning the destination of each piece of correspondence for action to the appropriate supervisor in one or more areas of the Fund secretariat on the basis of the type of action required, also assigning order of priority, i.e., death notices, separation notifications, payment instructions, etc.
• Maintain the Fund's paper-based central filing system which calls for monitoring of the up-to-date records of the Fund's off-site storage facilities, and registering the Fund's incoming and outgoing records in the Fund's database system.
• Ensure all hard-copies are sent to the Fund's off-site storage facility, as soon as they are scanned and indexed to the IPAS system. In addition, send for archiving other items such as paid checks, various pension booklets, annual letters, etc.
• Participate in Special Projects such as the annual Certificate of Entitlement (CE) project.
• Perform other duties/special projects as required.
with the following duties:
• Reviewing the daily incoming correspondence and communications received by the Fund which can be written in various languages, open, batch
and prepare them for scanning and then indexing in the Fund's electronic file system;
• Selecting and codifying, according to the nature of the communication and for each piece of correspondence, from various work flows and ultimately creating a new case file or adding to an existing one;
• Indexing incoming correspondence with the participant's pension number or the pensioner/beneficiary's retirement number and for all the Unique ID number; cross-referencing and name searching by using the Fund's Integrated Pension Administration System (IPAS). Assigning the destination of each piece of correspondence for action to the appropriate supervisor in one or more areas of the Fund secretariat on the basis of the type of action required, also assigning order of priority, i.e., death notices, separation notifications, payment instructions, etc.
• Maintain the Fund's paper-based central filing system which calls for monitoring of the up-to-date records of the Fund's off-site storage facilities, and registering the Fund's incoming and outgoing records in the Fund's database system.
• Ensure all hard-copies are sent to the Fund's off-site storage facility, as soon as they are scanned and indexed to the IPAS system. In addition, send for archiving other items such as paid checks, various pension booklets, annual letters, etc.
• Participate in Special Projects such as the annual Certificate of Entitlement (CE) project.
• Perform other duties/special projects as required.
Professionalism: • Knowledge of employee benefit scheme related to pension administration. Ability to maintain accurate records, interpret and analyse a wide variety of data.• Ability to
identify and resolve data discrepancies and other problems.• Shows pride in work and in achievements;• Demonstrates professional competence and mastery of subject matter;• Is
conscientious and efficient in meeting commitments, observing deadlines and achieving results;• Is motivated by professional rather than personal concerns;• Shows persistence when
faced with difficult problems or challenges;• Remains calm in stressful situations.• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of
women and men in all areas of work.
Teamwork:• Works collaboratively with colleagues to achieve organizational goals;• Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others;• Places team agenda before personal agenda;• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Technological Awareness:• Keeps abreast of available technology;• Understands applicability and limitation of technology to the work of the office;• Actively seeks to apply technology to appropriate tasks;• Shows willingness to learn new technology
identify and resolve data discrepancies and other problems.• Shows pride in work and in achievements;• Demonstrates professional competence and mastery of subject matter;• Is
conscientious and efficient in meeting commitments, observing deadlines and achieving results;• Is motivated by professional rather than personal concerns;• Shows persistence when
faced with difficult problems or challenges;• Remains calm in stressful situations.• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of
women and men in all areas of work.
Teamwork:• Works collaboratively with colleagues to achieve organizational goals;• Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others;• Places team agenda before personal agenda;• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Technological Awareness:• Keeps abreast of available technology;• Understands applicability and limitation of technology to the work of the office;• Actively seeks to apply technology to appropriate tasks;• Shows willingness to learn new technology
High school diploma or equivalent.
A minimum of three (3) years of experience in archives management, electronic record management or related area is required. Experience in record keeping and information management is required. Experience in pension fund record management is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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