Job Opening

Posting Title: Supervisor (Editorial and Desktop Publishing Assistant), RUSSIAN, G6
Job Code Title: EDITORIAL AND DESKTOP PUBLISHING ASSISTANT, RUSSIAN
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 07 September 2022 - 06 October 2022
Job Opening Number: 22-Language-UNOV-189012-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 Russian Translation and Text Processing Section (RTTS) of the Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will be working under the direct supervision of the Chief of the Section.

For more information on UNOV, please visit our website: www.unov.org

Responsibilities

The incumbent will be responsible for the following duties:
• Organize, plan, control, coordinate and supervise the work of the Text Processing Unit to ensure efficient and effective processing and production of camera-ready documentation, establish priorities and give special instructions as needed.
• Distribute assignments, establish priorities and issue special instructions, ensuring an equitable distribution of work.
• Produce camera-ready documents for reproduction which includes typing, formatting and proofreading revised or original texts, editing/creating graphics, charts, tables, figures, formulae etc., inserting illustrations, pictures and digital artwork as required by using appropriate software and formats.
• Monitor incoming and outgoing documents in gDoc in order to control the flow of work in and out of the Unit, and monitor deadlines.
• Organize, plan, coordinate and supervise the quality control tasks performed by the Unit on documents translated by external contractors and liaise with the revisor(s) in charge of quality control in the Section.
• Review all finished documents to ensure conformity with the drafts and with UN editorial directives and standards on format and presentation.
• Ensure that completed documents are properly stored in gDoc and properly prepared for archiving on the Official Document System (ODS), coordinate with the ODS focal point in the Documents Management Unit regarding their compatibility, and use various software programs to convert texts into different formats when required.
• Maintain up-to-date records of all documents processed by the Unit/Section.
• Monitor the production data of the Unit using available tools any newly established tools; prepare and maintain statistical data and records and provide a variety of reports extracted from available tools upon request.
• Help and guide staff, including temporary, junior and new staff, in the processing of basic and more complex documents, and train or ensure training of staff on the use of different computer applications.
• Manage staff performance.
• Plan and make recommendations to the Chief on staffing needs according to forecast workload with particular reference to conferences and meetings, establishing shift schedules and approving leave applications accordingly.
• Organize the testing of new candidates for insertion on the roster, for promotion or recruitment; select successful candidates in consultation with the Chief of Section or participate in the process of recommendation for recruitment; answer inquiries and contact candidates for availability.
• Liaise with editors, translators, document control officers and consulting officers and peers from other language sections regarding the status and processing of documents, in particular corrections, advance versions, format requirements, etc.
• Liaise with IT staff with regard to IT-related matters, requirements and enhancements.
• Participate actively in DGACM-wide coordination efforts to improve and harmonize documentation criteria and procedures according to changing organizational needs and emerging information technology resources.
• Perform other related work as required.

Competencies

• Professionalism: Thorough knowledge of UN structure, terminology and editorial practices. In-depth knowledge of all aspects of the work of the Unit, including typographic standards. Efficiency in meeting commitments, observing deadlines and achieving results. Demonstrated use of initiative and creativity to effectively attain objectives. 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.

• Planning and organizing: Sound organizational skills and proven ability to establish own and Unit work plans and priorities. Ability to plan, coordinate and monitor the work of other or more junior staff. 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.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Managerial Competency:

• Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

• Judgement / Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

High school diploma or equivalent is required.

Supplemental training in supervision or communication is an advantage.

Job - Specific Qualification

Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, 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.

Work Experience

Seven years of progressively responsible desktop publishing experience (typing, copy editing, proofreading, and typographical layout of documents and publications) is required.

Experience in using different software for the processing of documents and publications and in the electronic transfer of texts is required.

Experience with United Nations editorial practices and documentation procedures is desirable.

Broad knowledge of all aspects of the documents production system is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, an excellent command of Russian (fluency), including grammar, spelling and usage is required; very good working knowledge of English is required; knowledge of any other United Nations official language is an asset.

NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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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