Job Opening

Posting Title: Editorial Assistant, G6
Job Code Title: EDITORIAL ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: VIENNA
Posting Period: 07 November 2019 - 06 December 2019
Job Opening Number: 19-Language-UNEP-125303-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the secretariat of the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR) whose mandate is to evaluate the sources of ionizing radiation and its effects on human health and the environment for the United Nations General Assembly, the scientific community and the public. The post is one of two established General Service positions in the UNSCEAR secretariat. It carries the primary responsibility for the preparation of scientific documents for scrutiny at the annual sessions of UNSCEAR, session briefings, subsequent reports to the General Assembly and sales publication comprising of substantive and authoritative reports on detailed scientific evidence underpinning the Committee’s findings. The incumbent works under the direct supervision of the Scientific Officer and overall management by the Secretary of UNSCEAR.

Responsibilities

Within assigned authority, the Editorial Assistant will be responsible for the following duties:
•Help formulate work specifications and timelines for consultants developing scientific documents; supports technical work of expert and ad hoc working groups developing said documents; monitor progress on document development, review and publication; timely submission of documents to the Bureau and the Committee, and promptly alert the Secretary of the Committee to issues and problems that need addressing.
•Maintain an online system of relevant standards, guidance, regulations, and UNSCEAR procedures with respect to preparation, review and publication of UNSCEAR studies (including format, style, layout and submission of highly technical/scientific documents to the Committee and the General Assembly).
•Provide authors of scientific documents with specific instructions on preparation, review and finalisation of the documents (including correct format, style, layout and submission procedures; screens manuscripts submitted by authors for compliance with submission instructions, standards and regulations).
•Prepare instructions to the Committee for the review and submission of comments and feedback on draft scientific reports and consolidates all comments and authors feedback.
•Compile, restructure and format complex scientific texts (including data tabulations, diagrams and figures) in accordance with established UNSCEAR format, style, layout and submission instructions, standards and regulations; liaise with authors in case of inconsistencies; correct spreadsheets containing tables, charts and graphs, convert and insert into Word documents.
•Assume responsibility for organization and accuracy of extensive bibliographic citations of scientific papers in the UNSCEAR Reports; in subsequent versions, deal with updates of references, and reorders bibliographic listings as needed.
•Register incoming/outgoing manuscripts of the UNSCEAR secretariat; maintain an audit trail of versions and changes of scientific reports; keep all concerned informed of changes in schedules and modifications made by authors/secretariat to texts.
•Assist in data acquisition for scientific reports from Member States of the United Nations and other relevant international organizations; register and compile incoming data.
•Provide technical assistance to editors; liaise with editors to ensure that all editorial changes are reflected in electronic texts; clarify and finalize changes ensuring that any additional revisions are included in final, camera-ready versions. Assume responsibility for liaison with UN entities so to ensure timely publication of the Committee’s scientific reports and reports to General Assembly.
•Ensure typographical accuracy in conformity with UN editorial rules and style, and with UNSCEAR scientific notation, terminology and practice; and perform desktop publishing functions.
•Proofread texts against original draft, as appropriate, identifying errors and inconsistencies and resolving them with the Secretary of the Committee, author and/or editor.
•Organize, plan and coordinate the work with respect to the production of camera-ready documents for reproduction and storage of final text; take responsibility for quality of finished document or publication.
•Independently respond to queries from authors, translators and text-processing units concerning documents submitted for processing.
•Coordinate the development and implementation of a management system of the secretariat and monitor the use of, maintain and coordinate changes to the secretariat’s network drives.
•Organize and oversee the maintenance of the secretariat’s physical and electronic reference collection of UN documents, publications and other reference materials; take responsibility for UNSCEAR library and ordering and accounting for documents and publications.
•Update and maintain the UNSCEAR EndNote library (database).
•Prepare statistical reports, as required, by the Secretary of UNSCEAR regarding documents and sales publications.
•Assist in organization and servicing of UNSCEAR annual sessions.
•Assist in general office management functions.
•Carry out other tasks as assigned; and act as backup for the Administrative Assistant.
•Train and guide interns, as appropriate.
•Carry out other work-related tasks requested by the Secretary of UNSCEAR; cover other General Service staff functions when the staff members are absent, on annual or sick leave.

Competencies

•Professionalism: Has knowledge of UN documentation, the documents processing chain and relevant operational and administrative policies and procedures. Has knowledge of UN editorial policies and practices. Has knowledge of the Editorial, Terminology and Reference Service and the roles of related services/sections. Is able to research and organize highly scientific and technical information required, including for the preparation of statistical reports. 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 problems or challenges; remains calm in stressful situations. Is committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

•Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven years of experience in the preparation of documentation submitted for processing, in providing reference and technical support, or in desktop publishing is required
Experience in the use of advanced computer skills and applications (e.g. Word, Excel, PowerPoint,) is required
Experience with UN publication of reports is desirable
Experience and training in desktop publishing and graphics manipulation are desirable.
Experience with terminology and notation of mathematics, physics, chemistry or biology is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English (oral and written) is required. Knowledge of other United Nations official languages is an advantage.

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Other Skills and Requirements

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

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

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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