Job Opening

Posting Title: Editorial and Desktop Publishing Assistant (English) (multiple), G5
Job Code Title: EDITORIAL AND DESKTOP PUBLISHING ASSISTANT, ENGLISH
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 10 September 2021 - 09 October 2021
Job Opening Number: 21-Language-UNOV-162561-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the English Translation and Text Processing Unit (ETTU) of the English, Publishing and Library Section (EPLS), Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The Incumbent reports through the Supervisor, English Text Processing Unit, to the Chief of the Section.

For additional information, please visit the UNOV/UNODC website: www.unov.org.

Responsibilities

Within limits of assigned authority, the Editorial and Desktop Publishing Assistant will be responsible for the following duties:

• Produce camera-ready documents in English for reproduction by:
- incorporating changes as marked by editors, translators and revisers, ensuring that the final version of the document conforms, as the case may be, to (a) the draft or revised translation or summary record as to content, and/or (b) the original language manuscript as to format and typography, in accordance with existing editorial guidelines;
- performing proofreading functions in coordination or cooperation with the responsible officer, ensuring that changes have been incorporated as marked in the draft copy, making changes within assigned authority and alerting the responsible officer of other errors or discrepancies found in the edited or translated text or, if the text has not been edited, in the original text;
- formatting in final form (camera-ready) revised or original texts, editing/creating graphics, charts, tables, figures, formulae etc., inserting illustrations, pictures and digital artwork as required etc. by using appropriate software and formats, according to instructions given by the Unit Supervisor;
- participating, as member of a team, in the production of parliamentary and miscellaneous documentation, supplements, publications and other material, by preparing desktop publishing layout of the final product for reproduction in hard copy and electronic dissemination;
- compiling submitted corrections and editing documents, according to required format;
- inputting data from digital sound files;
• Format and align translated text as input for the computer-assisted translation tool eLUNa;
• Ensure the accuracy of document word counts in the Service’s document management platform (currently, the Documents, Conference and Production Management System – DCPMS);
• Upload final text to the appropriate area in the Service’s document management platform;
• Using various software programs, convert texts into different formats and verify converted text;
• As required, help or guide staff, including temporary, junior and/or new staff, in the processing of basic and more complex documents;
• Take charge of a shift as required;
• Perform other related work as required;
• When designated as Assistant Supervisor or Supervisor, when needed, perform the following duties:
- Organizing, planning, monitoring and coordinating the work of the Unit, including shift work, to ensure efficient and effective processing of documentation;
- Training staff in the use of different computer applications;
- Reviewing finished documents;
- Monitoring the production data of the Unit using the Service’s document management platform.

Competencies

• Professionalism – Has knowledge of United Nations editorial and desktop publishing practices, including typographic standards. Has knowledge of desktop publishing, database inputting and research and verification of United Nations terminology on the intranet. Has proficiency in the language of the unit and in United Nations terminology. Has knowledge of United Nations structure and rules of procedure of various organs, including documents production system. Demonstrates organizational skills and ability to establish own workplan and priorities. Shows initiative and willingness to learn new skills and flexibility to changes in assignment. Is proficient in all aspects of desktop publishing work, including all software used in the unit. Has good interpersonal skills; is able to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Has ability to work collaboratively with colleagues and openness in sharing information. When designated as Assistant Supervisor, is able to plan, coordinate and monitor the work of other or more junior staff. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

• Teamwork – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school diploma or equivalent.

Must have passed the United Nations specialized tests, i.e. grammar, verbatim, formatting and speed typing in English.

Work Experience

A minimum of five years of editorial and desktop publishing experience (typing, copy editing, proofreading, and typographical layout of documents and publications) is required.
Experience in using relevant software, including desktop publishing software for processing of documents and publications is required.
Working experience with documents management systems such as Documents, Conference and Production Management System (DCPMS) and/or with maintaining and utilizing databases is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, candidates must have the language of the Unit, i.e. English, as their main language with proficiency in spelling and grammar. Knowledge of Spanish or French is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment 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 categories shall be recruited in the country or withing commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for allowances of 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.

Availability to rotate in day and night shifts, for overtime and on-call assignments, depending on the needs of the service.

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.

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

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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