DOCUMENTS MANAGEMENT ASSISTANT

Org. Setting and Reporting

The United Nations Joint Staff Pension Fund (UNJSPF) was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. UNJSPF administers benefits of more than 90,000 beneficiaries residing in more than 190 countries, paid in 18 currencies, and services more than 130,000 participants who work in the 25 member organizations of UNJSPF. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 278 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details. This position is located in the Records Management and Quality Control Unit (RMQCU) of the Pension Administration of the United Nations Joint Staff Pension Fund (UNJSPF), New York office. This position is under the general supervision of the Chief of Operations Support Section and direct supervision of the Chief of Unit.

Responsibilities

Responsibilities within delegated authority, a Documents Management Assistant at this level is responsible for the following duties:

• Receives, verifies and processes submissions of documentation received by the Fund. Opens, batches and prepares them for scanning and indexing in the Fund's electronic file system.
• Selects and codifies according to the nature of the communication and for each piece of correspondence, from various workflows.
• Indexes incoming correspondence with the participant's pension number or the pensioner/beneficiary's retirement number and for all the Unique ID number; cross referencing and name searching by using the Fund's Integrated Pension Administration System (IPAS). Assigns the destination of each piece of correspondence for action to the appropriate supervisor in one or more areas of the Fund secretariat on the basis of the type of action required, also assigning order of priority, i.e., death notices, separation notifications, payment instructions, etc.
• Undertakes consultation with submitting offices and Documents Control for scheduling purposes.
• Maintains the Fund's paper-based central filing system which calls for monitoring of the up to-date records of the Fund's off-site storage facilities and registering the Fund's incoming and outgoing records in the Fund's database system.
• Tracks and updates document information in databa...