| Posting Title: | BENEFITS OFFICER (Chief of Record Management & Quality Control Unit), P4 |
| Job Code Title: | BENEFITS OFFICER |
| Department/Office: | United Nations Joint Staff Pension Fund - Pension Administration |
| Duty Station: | NEW YORK |
| Posting Period: | 25 January 2021 - 10 March 2021 |
| Job Opening Number: | 21-Administration-UNJSPF PA-147836-R-New York (R) |
| Staffing Exercise | N/A |
Org. Setting and Reporting
This position is located in the Records Management and Quality Control Unit (RMQCU) in the Operations Support Section (OSS), under the Operations Service of the United Nations Joint Staff Pension Fund (UNJSPF) Pension Administration. The incumbent reports to the Chief of OSS. Under Operations Support Section whose aims is to facilitate the work of Operations in order to allow smooth processing from Participation to Separation, the Records Management and Quality Control Unit is responsible for managing the Fund's Documentation in New York and Geneva. Its tasks include quality control, which aims at verifying the separation documents received from participants and Organizations in view of vetting the forms and instructions at the beginning of the payment cycle in order to facilitate the processing downstream. RMQCU is also mainly in charge of running the Certificate of Entitlement process.
ResponsibilitiesUnder the general supervision of the Chief of Section, the incumbent performs inter alia, the following main duties:
1. Administrates the Records Management and Quality Control Unit (RMQCU) both in New York and Geneva of the Operations Support Section in the Pension Administration of the United Nations Joint Staff Pension Fund by:
a) Planning, Organizing and overseeing the work and actions of RMQCU Staff in NY and GVA, including distribution of work, the assignment of short and long term priorities, and the allocation of staff to meet those priorities
b) Implementing Quality Control for both NY and GVA to ensure that all separation documents received by the Fund are fully vetted to ensure they are properly filled and that all the file submissions are complete, clear, accurate and timely. Ensures that clients are immediately informed about documents that haven’t met the Fund’s prescribed requirements.
c) Implementing procedures for a smooth flow of the processing of documents relating to all aspects of the Fund's operations including: reviewing, registration, codifying, scanning, printing and distribution;
d) Performs all the administrative supervisory actions such as Recruiting, Training, supervising and reporting on the performance of the staff of the unit. Serves as FRO for all staff of RMQCU in NY and GVA
e) Recommends to the Chief of OSS solutions to problems that require his/her attention
2. Supervises the management of various email inboxes to ensure that emails received in these inboxes are actioned as required
a) Manages filing mailboxes
b) Manages Document Tracking mailboxes
c) Manages Issues related mailboxes
d) Manages Separation Documents Mailboxes (for all UN entities and Agencies, for NY and GVA mailboxes)
e) Manages Participation Inboxes
3. Oversees the Certificate of Entitlement (CE) process and Signature Verification Exercise
a) Manages Running the CE Population batch, and preparation for printing of CEs in May and September annually.
b) Coordinate Printing CEs and mailing worldwide.
c) Coordinate receipt of CEs and scanning them to file.
d) Oversees Signature Verification cases for CEs that have been received
e) Coordinate pre-suspension and suspension work for non receipt of CE
4. Provides user input to design of new computer subsystems and coordinate with IT for resolution of Issues related to Records Management and Quality Control
a) Raises incident reports for issues that need attention by the UNJSPF IT
b) Assist in meetings to discuss issues resolution and gives authoritative business insight
c) Coordinate testing to resolve the issues
d) Represents the Unit in the various projects for improvement of processes (i.e. Automatic CE verfication, Digital CE)
5. In collaboration with Chief of OSS, develop policy documents, procedures and training program for staff of RMQCU
a) Ensures that all staff become proficient in all areas of work of RMQCU
b) Trains the staff in the correct application of the computer systems
c) Prepares relevant documents to ensure efficiency, accuracy, and consistency of the work procedures by RMQCU NY and GVA Units
d) builds a knowledge management system and learning tools for RMQCU
Professionalism: Knowledge of the United Nations Joint Staff Pension Fund or that of a similar international organization's Regulations, Rules and Pension Adjustment system. Demonstrated knowledge and understanding of pension and staff benefits administration, especially with regard to handling document management and proof of life. Proven analytical skills. Ability to produce reports and papers on technical issues related to pension / staff administration and document management. Ability to review and edit the work of others. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.
Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively support the development and career aspirations of staff. Appraises performance fairly.
Advanced university degree (Master's degree or equivalent degree) in business administration or public administration, finance, management or related area is required. A first level university degree (in one of the above areas) in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work ExperienceA minimum of seven years of progressively responsible experience in the area of employee benefit administration, finance or human resources or related area is required.
Experience as a manager or in the supervision of staff is required.
At least three years of experience with international Organization is required.
At least three years of experience in employee benefit administration’s document management is desirable.
Experience with Document Management or Document Archiving ERP Systems is desirable.
Experience within the UN common system 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 French is an advantage.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special NoticeThe UNJSPF is an inter-agency body established by the United Nations General Assembly in 1949. The Pension Fund pays benefits in 15 currencies to more than 80,000 beneficiaries who reside in 190 countries, and services more than 130,000 participants who work in the 25 Member Organizations of the Pension Fund.
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 these posts 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.
The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
United Nations Considerations
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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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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