Overview
Head of Documents Management, P-4
Conference Affairs Division
Documents Management Unit
Deadline Announcement Expected date Duration of Duty
for application number for entry on duty appointment Station
21 June 2026 VA 26/034/CA As soon as possible 2 years with possibility Bonn, Germany
of extension
23:59 hrs CET
Publication date: 05 June 2026, Post number: 30503742 Funding: 40FCA/16806
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the political
process to address climate change. The UNFCCC secretariat supports the Convention, its Kyoto Protocol
and the Paris Agreement through a range of activities, including substantive and organizational support to
meetings of the Parties and the implementation of commitments. It is a dynamic organization working in a
politically challenging environment to help resolve one of the defining environmental issues of our time.
Where you will be working
The position is located in the Conference Affairs division of the UNFCCC secretariat as head of the
Documents Management unit (DMU), which compiles conference documentation forecasts for transmission
to the United Nations Office at Geneva (UNOG), edits and proofreads official and other documents and
publications, manages documentation systems and tools, ensures the timely submission of official
documents to UNOG and their publication on the secretariat's website, provides guidance to staff and
management on documentation, editorial and technical issues, etc. The incumbent will work under the
supervision of the Director, Conference Affairs division.
Responsibilities
Within limits of delegated authority, the Team Lead will be responsible for the following duties:
1. Planning, management and coordination of the entire documentation process:
• Establishes documentation requirements for sessions of the governing and subsidiary bodies and
prepares document forecasts in collaboration with the substantive divisions;
• Collaborates with substantive divisions on the forecasting of reports on technical expert reviews of
Party submissions and the contracting of needed editorial resources;
• Coordinates the process of document preparation, submission and publication in collaboration with
the substantive divisions and provides advice and guidance to the submitting officers to ensure the
timely processing of official documents;
• Liaises with UNOG and UNHQ on editorial and documentation matters (document registration,
translation, publication, distribution, etc.) and negotiates terms of services to ensure the availability
of the forecasted documents prior to and during the sessions;
• Manages the processing of in-session documents in collaboration with submitting officers and UN
document staff;
• Looks for opportunities to increase the share of non-official documents that are edited;
• Maintains an overview of document status in the cloud-based document tracking system and provide
reports and statistics as needed; and
• Anticipates problems and challenges concerning documents and takes appropriate mitigation
measures.
2. Taking the lead in the secretariat-wide developments and review of documentation strategy, policies
and procedures:
• Provides advice and recommendations on documentation and editorial strategy and policy;
• Develops and implements FCCC documentation policies and guidelines with the aim of facilitating
timely, high-quality preparation, submission and publication of the forecasted documents;
• Establishes editorial and formatting guidelines for in-house and external editors and submitting
officers and provides guidance regarding their interpretation;
• Maintains and updates resources for building capacity of staff related to FCCC and UN editorial style
and official template and document processing, and briefs staff on procedures as needed; and
• Conducts periodic reviews of documentation strategy, policies and procedures and recommends
changes as needed.
3. Managing of the work of DMU to ensure timely processing of documents:
• Oversee the assignment of editing jobs to in-house and external editors and monitors the daily
workflow to ensure editing productivity and quality;
• Manage the work of the Document Management Assistants;
• Review and clears edited documents for submission to UNOG for further processing;
• Manage and train staff under his/her supervision and provides general guidance and specific
instructions, as necessary, to resolve editorial and other problems;
• Make recommendations to the Conference Affairs Director on the external editor and other ad hoc
staffing requirements of the unit prior to and during the conferences and coordinates the recruitment;
and
• Carry out programmatic tasks necessary for the functioning of the unit, including budget preparation,
performance management, reporting and evaluation, and other administrative tasks.
4. Developing and managing document-processing tools:
• Drive forward projects relating to improvements in drafting, editing and disseminating official
documents and in dissemination of guidance, including through the use of automation and AI, and
seeks out opportunities for such improvements;
• Provide advice and recommendations to senior management concerning trends and opportunities
to incorporate automation and AI in document drafting, editing, translation and publishing;
• Coordinate with ICT on the maintenance of and improvements in the cloud-based document
management system with a view to ensuring efficient processing, clearance and publication of
documents; and
• Periodically reviews existing tools that facilitate document tracking, editing, search and referencing
and carries out adjustment or replacement of tools as necessary.
5. Representing the secretariat at United Nations or international conferences in the area of conference
documents management and building beneficial partnerships with other organizations.
Competencies
Applying Professional Expertise: Demonstrates a working knowledge and interest in the substantive
functions of the work unit, including those not within own area of expertise; Manages effectively and fairly
across different substantive functions to establish integrated, multidisciplinary teams to address complex
issues; Coordinates the input of different functional specialists to achieve sound, integrated solutions;
Drives others to develop their functional and substantive skillsets, and to build their understanding of related
disciplines; Maintains and disseminates an understanding of best practice standards in all substantive
areas represented within the work unit.
Communicating with impact: Communicates with confidence to external audiences and credibly
represents the organization; Negotiates effectively with individuals and groups; Encourages effective and
open communications within the unit, holds regular meetings and actively fosters communication among
staff members; Delivers engaging and persuasive presentations that hold the attention of the audience,
and presents complex information in a manner that is understandable to non-experts; Supports and
coaches team members in the preparation of effective communication.
Delivering results: Creates policies, programmes, or processes which are mindful of minimizing potential
negative social, economic and/or environmental impacts; Identifies the resources needed to deliver results,
and manages their use to ensure the utmost efficiency, effectiveness and impact; Creates an environment
where staff, regardless of their gender, family situation or other circumstances, are able to perform at their
best; Promotes a mindset of results orientation, aligns systems and processes to support the achievement
of results, and holds staff members to account for their commitment; Holds regular reviews to assess the
results achieved against targets; Manages, reduces or mitigates risks without compromising results, where
possible.
Managerial Competencies:
Managing Performance and Developing People: Sets clearly defined and realistic objectives, and
articulates expectations in consultation with staff; Monitors progress and provides regular feedback on
performance; Praises good performance and recognizes improvement; Encourages risk taking, and
supports staff who demonstrate creativity and initiative; Deals promptly with poor performance and lack of
compliance with rules; Appraises performance fairly and in accordance with the established process and
timeframe. Supports the development and career aspirations of staff; Promotes and serves as role model
for adequate work-life balance and a positive working environment. Attends to particular circumstances
and needs, for example, of women or staff with family or children; Provides regular and ongoing coaching
for staff to guide their development and strengthen their abilities, including in the context of current
challenges or emerging priorities; Actively identifies and seeks the talent and skills needed for a high-
performing team.
Education
Required: An advanced university degree (Master’s degree or equivalent) in languages,
communication, public administration or a field related to the mandate of UNFCCC. A first-
level university degree (Bachelor’s degree or equivalent) in combination with an additional
two years of qualifying experience may be accepted in lieu of the advanced university
degree.
Experience
Required: A minimum of seven (7) years of relevant experience in end-to-end conference
documentation management in a multilateral process, including forecasting/planning,
editorial coordination and quality control and document publication.
Demonstrated experience with document tracking/workflow systems as well as up-to-date
knowledge of digital tools for drafting, editing and web publication, including the use of
automation/AI and cloud-based solutions.
Experience in applying and advising on UN conference documentation policies,
procedures and standards, including management of contracted resources, is an asset.
Languages
Required: Proficiency in English (both oral and written) is required. Excellent writing and revising
skills. Knowledge of other UN official languages is an advantage.
Other:
Excellent interpersonal and communication skills, flexibility and organizational skills with
strong capacity for multitasking, in particular in high-pressure situations and short time
frames. Ability to work independently and in a proactive manner; ability to exercise
considerable judgment and attention to detail and enforce conformity with editorial policy;
ability to work accurately and flexibly even in stressful conference situations; ability to
troubleshoot and adapt workflows; and ability to find textual, politically appropriate
compromises. Strong technical skills are an asset.
Selection process
Evaluation of qualified candidates may include an assessment exercise which may be followed by a
competency-based interview. The above listed set of competencies will be applied for this particular post.
How to apply
Candidates, whose qualifications and experience match what we are looking for, should use the online
application system available at http://unfccc.int/secretariat/employment/recruitment
Please note
1. Service is limited to the UNFCCC secretariat.
2. We will confirm receipt of your application. However, only candidates under serious consideration and
contacted for an interview will receive notice of the final outcome of the selection process.
3. Indicative net annual salary and allowances:
US$ 86,027
(plus variable post adjustment, currently 38.3% of net salary),
plus other UN benefits as indicated in the link below:
https://unfccc.int/secretariat/employment/conditions-of-employment.html
UNFCCC secretariat is committed to diversity and inclusion within its workforce, and encourages
candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with
disabilities to apply.