Job Opening

Posting Title: Documentation Officer (Data Analyst), P3 (Temporary Job Opening)
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 22 May 2023 - 28 May 2023
Job Opening Number: 23-Conference Services-UNOV-209069-J-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

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).

For more information visit UNOV's website:


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.
• Provide guidance to DMU colleagues with regard to data entry and data analysis as well as to new technologies; identify opportunities that may arise for cross-training, in order to create a multi-functional documents management core team; participate actively from the perspective of systems user in the ongoing long-term development of applications.
• Serve as focal point for documentation applications, data management and analysis, especially related gDoc2.0 and gData, including meeting with system users and the respective gProjects managers as required to discuss system development; provide guidance related to statistical data required in the operation and to be generated from the systems; participating actively as data analyst and systems’ user in the development of integrated tools of global management conference management, in particular in the development of a documents planning and processing system. Together with the Chief of Unit, meeting regularly with the Chiefs of translation sections and translators/revisers to ascertain their requirements with respect to data analysis, data derived input for decision-making and programming in line with their requirements.
• 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.


Has knowledge and understanding of theories, concepts and approaches relevant to particular sector, functional area or another specialized field. Has thorough knowledge of UN rules and regulations on the control and limitation of documentation and meetings servicing. Excellent analytical skills with the ability to collect, organize, manage, and disseminate significant amounts of information with attention to detail and accuracy. The ability to analyze, model and interpret data in support of decision-making and resolution of issues/problems, and convey information succinctly to management. Adept at queries, report writing and presenting findings. Ability to quality-check work completed by other team members. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Demonstrated ability to work in an advanced and evolving IT environment and to contribute to the development of IT systems.

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.


Advanced university degree (Master’s degree or equivalent) in computer science, data science, analytics, statistics, information management, public administration, management or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five years of progressively responsible experience in conference servicing, in the area associated with documents management, planning and coordination of documentation processing or conference coordination in an international organization is required.

Work experience with documents management systems (e.g. Documents, Conference and Production Management System), an enterprise resource planning system (ERP) (e.g. SAP/UMOJA) and/or with maintaining and utilizing databases (e.g. Contractual Management Application/gDoc) is desirable.

Work experience with self-service analytics and data visualization applications (MS PowerBI, Qlik, Tableau or similar), or business intelligence tools (SAP Business Objects, or similar) is desirable.

Experience in using data to inform decisions, strategies and execution is desirable.

Experience in data analytics or related area is desirable.


English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of the other is desirable. Knowledge of another United Nations official language is an asset.


Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This job opening is advertised to fill a temporarily vacant position during the absence of the regular incumbent for a period of 6 months or longer. The selection and extension of appointment of the selected candidate will be contingent on the return of the incumbent who maintains a lien against this post.

A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.

If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee


Sorry, this job opening is no longer available.
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