Org. Setting and Reporting

This position is located in the Documents and Publications Division at ECLAC. The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

Responsibilities

Under the general supervision of the Chief of the Documents and Publications Division, the incumbent will be responsible for the following duties:

• Manages the overall programming in the Documents Control Unit, which is responsible for organizing and monitoring the flow of work related to documents and publications; indicates priorities and deadlines; distributes work to Unit supervisors and to outside contractors when necessary.
• Screens documentation, supplements and publications submitted for production in order to ensure compliance with submission standards and regulations.
• Oversees programming of work unit; distributes assignments, ensuring efficient and effective processing of documentation and an equitable distribution of work.
• Supervises the work of the Documents Assistant (G5).
• Performs administrative work, including the maintenance of daily statistics.
• Confers and collaborates with other units in order to maximize resources; this includes identifying statistical charts, diagrams and organigrams for utilization by other units.
• Monitors the progress of the production process, making recommendations to the Chief of the Division, modifying job priorities and delivery dates.
• Manages and supervises the Documents Control System (DCPMS): distributes and coordinates the flow of information to enable each Unit to enter its inputs into the system, advises on its use, monitors the quality and timeliness of information prepares reports and statistics on production and management; Coordinates with help desk in New York, regarding changes and adjustments to DCPMS.
• Maintains inventory of and responds to all requests for units’ past outputs.
• Assures smooth continuity with respect to consecutive work shifts. Prioritizes work to be continued and gives special instructions as needed.
• Rotates in shifts, as well as weekend on-call duties, as needed.
• Depending on the needs of the service, availability for overtime is expected.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other related work as required. Competencies
• Professionalism: Knowledge of the UN documentation upstream planning, processing and distribution work flow. Ability to organize information required for the monitoring, following-up and updating of the schedule of documentation. Knowledge of all aspects of the work of the unit, including digital publishing technologies, typographic standards and documents production system. Proficiency in the language of the unit and in United Nations terminology and editorial practices. Ability to enhance the skills and monitor the performance of staff within the unit. Demonstrates initiative, ability and creativity to effectively attain objectives. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Managerial Competencies:
• 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 the development and career aspirations of staff; appraises performance fairly.
• Judgement/Decision-Making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary. Education High school diploma or equivalent is required. NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School. Job – Specific Qualification Not available. Work Experience At least ten years of progressively responsible experience in digital publishing technologies, including draft typing, copy editing, proof-reading and typographical layout or related area are required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Experience in document processing and management is required. Experience within the United Nations System coordinating the production process of documents and publications is desirable. Experience using adocument management system, such as gDOC, is desirable. 1 year or more of experience in data analytics or related area is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II Spanish UN Level III UN Level III UN Level III UN Level III Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. Special Notice – 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. – Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or…