Documentation Officer

vor 7 Monaten

Wien, Österreich United Nations Vollzeit

This position is located in the Documents Management Unit (DMU), Planning, Coordination and Meetings Section (PCMS), Conference Management Service (CMS), Department of General Assembly and Conference Management (DGACM) in Vienna. CMS operates administratively under the Division of Management (DM) at the United Nations Office at Vienna (UNOV). The incumbent works under the supervision of the Chief, Documents Management Unit (DMU).

**Responsibilities**:
Within assigned authority and under the direct supervision of the Chief of the Unit, the Documentation Officer (Data Analyst) will be responsible for the following duties:

- Ensure cost-efficient coordination of documents, publications and other material originating at UNOV, the United Nations Office on Drugs and Crime (UNODC), the United Nations Industrial Development Organization (UNIDO) and the Preparatory Commission for the Comprehensive Nuclear Test-Ban-Treaty Organization (CTBTO) as well as documents from other duty stations.
- Manage the documentation workflow to ensure compliance with relevant UN rules and regulations and timely documentation production of consistent UN quality; by ensuring that all applicable procedures, administrative rules and policies are followed, and making recommendations on the most efficient and cost-effective routing of individual documents.
- Compile and use information from data analysis in order to anticipate workload, assign priorities to the material submitted and schedule it for processing with a view to ensuring the greatest possible efficiency and economy of operation at every stage of the production process; follow up on progress, take remedial measures (renegotiating deadlines or shifting work) as required.
- In order to early detect changes in documentation patterns, maintain ongoing close liaison with: (a) specified substantive offices in all client organizations related to all aspects of documentation; (b) other United Nations duty stations on all joint exchanges related to documentation needs, data analysis as well as related infrastructure; (c) responsible colleagues in documentation services involved in the processing of documents.
- Act as Officer-in-Charge of DMU, in the Chief’s absence, taking full responsibility for the work of the Unit.
- Locate and define new data analysis process improvement opportunities in the area of documentation management and especially related to the operational use of gDoc2.0 and gData reports; collaborate with data engineers and data scientists to improve data flows, data quality, etc.
- Identify appropriate data sources for analytics projects related to CMS reporting requirements and policy development; identify, analyze, and interpret trends or patterns, using basic machine learning techniques, statistical methods to identify relevant features and variables in structured and unstructured sources of information and data and develop databases, data collection systems, data analytics and other strategies that optimize statistical efficiency and quality.
- Provide guidance and training to new/junior staff. Guide other general service staff in similar functions.
- Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
- Perform other work-related duties as required.

Competencies
Professionalism

Client Orientation
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; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Technological Awareness

Managing Performance
Ability to establish priorities, plan, coordinate and monitor work of others; ability to make timely decisions; ability to coach, mentor, motivate and develop and encourage good 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 supports the development and career aspirations of staff; appraises performance fairly.

Education
Advanced university degree (Master’s degree or equivalent) in computer science, data science, analytics, statistics, information management, public adminis

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