Documents Management Assistant

About the role

The United Nations Joint Staff Pension Fund (UNJSPF) is seeking a Documents Management Assistant to join its Records Management and Quality Control Unit in New York. The role supports the processing, indexing, and filing of pension‑related correspondence and documents, ensuring accurate and timely handling of critical information.

Key responsibilities

• Receive, verify, and prepare incoming documentation for scanning and electronic indexing.
• Code and categorize correspondence based on workflow requirements.
• Index documents using participant pension numbers, retirement numbers, and unique IDs within the Integrated Pension Administration System (IPAS).
• Assign documents to the appropriate supervisors, prioritising items such as death notices, separation notifications, and payment instructions.
• Coordinate with submitting offices and Documents Control for scheduling and tracking.
• Maintain the central paper‑based filing system and monitor off‑site storage records.
• Update document information in databases and respond to internal queries.

Required profile

• Strong attention to detail and ability to work with high volumes of documents.
• Excellent organisational skills and ability to follow established procedures.
• Effective communication for liaising with internal units and external offices.

Required skills

• Proficiency with the Integrated Pension Administration System (IPAS) or similar document management platforms.

What we offer

• Opportunity to work in a prestigious United Nations environment.
• Career development within an international, multicultural team.
• State‑of‑the‑art office located in Manhattan, near Grand Central Station.