Documents Management Assistant,
New York
UNJSPF - United Nations Joint Staff Pension Fund
Closing date: Saturday, 5 May 2018
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Responsibilities
Under the overall supervision of the Chief, Client Services, Record Management and Distribution Section through the Chief of Unit, the Document Management Assistant assists with the following duties:
• Reviewing the daily incoming correspondence and communications received by the Fund which can be written in various languages, open, batch and prepare them for scanning and then indexing in the Fund's electronic file system;
• Selecting and codifying, according to the nature of the communication and for each piece of correspondence, from various work flows and ultimately creating a new case file or adding to an existing one;
• Indexing 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). Assigning 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.
• Maintain 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.
• Ensure all hard-copies are sent to the Fund's off-site storage facility, as soon as they are scanned and indexed to the IPAS system. In addition, send for archiving other items such as paid checks, various pension booklets, annual letters, etc.
• Participate in Special Projects such as the annual Certificate of Entitlement (CE) project.
• Perform other duties/special projects as required.
• Reviewing the daily incoming correspondence and communications received by the Fund which can be written in various languages, open, batch and prepare them for scanning and then indexing in the Fund's electronic file system;
• Selecting and codifying, according to the nature of the communication and for each piece of correspondence, from various work flows and ultimately creating a new case file or adding to an existing one;
• Indexing 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). Assigning 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.
• Maintain 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.
• Ensure all hard-copies are sent to the Fund's off-site storage facility, as soon as they are scanned and indexed to the IPAS system. In addition, send for archiving other items such as paid checks, various pension booklets, annual letters, etc.
• Participate in Special Projects such as the annual Certificate of Entitlement (CE) project.
• Perform other duties/special projects as required.