Documents Management Assistant

About the role

The Documents Management Assistant supports the Documents Management Section of the Central Planning Coordination Division, ensuring that all pre‑session documents for the UN General Assembly, ECOSOC and related bodies are processed accurately and on time. Working under the Chief of the Section, the role combines document verification, database maintenance and data analysis to facilitate smooth conference operations.

Key responsibilities

• Evaluate pre‑session documents for legislative mandates, compliance with submission dates, page limits and relevant UN policies.
• Maintain and update a computerized database, generate electronic reminders for submission deadlines and provide up‑to‑date information to author departments and committee secretaries.
• Respond to oral queries from author departments and processing units regarding document status.
• Process official documents and communications received from Member States for the GA, ECOSOC and the Security Council.
• Perform ad‑hoc tasks assigned by the Chief, including general office management duties.
• Collect, analyse and visualise data to produce reports, charts and presentations that support planning and decision‑making.
• Implement and support data‑collection systems, analytics tools and databases to improve statistical efficiency and quality.

Required profile

• Knowledge of UN documentation registration, processing and distribution workflows.
• Ability to verify legislative mandates and manage the “slotting system” for pre‑session documents.
• Familiarity with UN policies, guidelines and regulations governing document control.
• Strong organisational skills and adaptability to evolving procedures.
• Attention to detail and pride in delivering accurate work.

Required skills

• Experience with computerized document management systems.
• Data analysis and visualisation capabilities.
• Proficiency in preparing reports, charts and presentations.