OVERVIEW OF THE FUNCTIONS OF THE POST
The Chief of the Documents Management Section reports to the Director of the Division of Conferences, Languages and Documents (ADM/CLD) and is responsible for supervising documents management and managing the production and distribution of documents in the framework of the mission of the Section (ADM/CLD/D).
He/she participates in decision-making, planning and strategy development related to the implementation of best practices in terms of quality, effectiveness, efficiency and innovation in all the activities of the Documents Management Section.
Accordingly, he/she is responsible for:
Ensuring the smooth running of the Section in terms of documents management, human resources, equipment, budgets, re-invoicing transactions, workshops and offices, etc.
Providing and improving quality services to the governing bodies, programme sectors and external clients.
In general, advising the Director ADM/CLD on documents management and production policy as well as on new technical options in this area that might be adopted in the light of technological developments and best practices in the United Nations system.
Identifying opportunities to improve the quality of services and taking all relevant initiatives to ensure that the services provided by the Section correspond to the needs of the Organization and lead to the improvement of the management of the service provided and its quality.
Optimizing staff and equipment resources and developing strategies to integrate equipment and multifunctional devices into a paperless document-processing workflow.
Ensuring the provision of quality services for the management of incoming and outgoing mail and exploring possible improvements for the efficient management of the distribution of documents , including official documents and reviewing distribution and storage requirements so as to improve documents inventory management.
Organizing re-invoicing transactions for all the services of the Section, ensuring the proper management of receipts and income.
Implementing environmentally sound technologies and/or approaches and environmentally responsible documents management as part of the Organization’s environmental management system.