Job Opening

Posting Title: Supervisor (Language and Desktop Publishing Assistant, French), G6 (Temporary Job Opening)
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 01 June 2023 - 23 June 2023
Job Opening Number: 23-Language-UNOV-210432-J-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the French Text Processing Unit of the French Translation and Text Processing Section (FTTS) of the Conference Management Service (CMS), Department for General Assembly and Conference Management (DGACM) in Vienna. CMS operates administratively under the 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:


The incumbent will be responsible for the following duties:
• Organize, plan, control, coordinate and supervise the work of the Unit to ensure efficient and effective processing and production of camera-ready documentation, establish priorities and give special instructions as needed.
• Register incoming and outgoing documents in gDoc 2.0 in order to control 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 standarmat and presentation.
• Ensure the accuracy of the word count of the documents.
• Ensure that completed documents are properly stored in gDoc 2.0 and properly prepared for archiving on the Optical Disk System (ODS), coordinate with the ODS focal point in Document Management Unit regarding their compatibility and use various software programs to convert texts into different formats when required.ds on for
• Maintain up-to-date records of all documents processed by the Unit/Section.
• Monitor the production data of the Unit using gData 2.0; prepare and maintain statistical data and records and provide a variety of reports extracted from gData 2.0 upon request.
• Help and guide staff, including temporary, junior and new staff, in the processing of basic and more complex documents, and train staff in 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 in the roster, 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 regarding the status and processing of documents, in particular corrections, advance versions etc.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, participating in knowledge management, planning and decision-making processes.
• Assists with visualizations and updating information material such as web pages or brochures.
• Liaise with IT staff with regard to IT-related matters, requirements and enhancements.
• Perform other related work as required.


Has thorough knowledge of UN structure, terminology and editorial practices. Has in-depth knowledge of all aspects of the work of the unit, including typographic standards. Shows efficiency in meeting commitments, observing deadlines and achieving results. Has demonstrated use of initiative and creativity to effectively attain objectives. Has sound organizational skills and proven ability to establish own and unit work plan and priorities. Is able to plan, coordinate and monitor the work of other or more junior staff. Has good interpersonal skills. Has ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Has ability to work collaboratively with colleagues and openness in sharing information. Has solid knowledge of communications technologies. Shows mastery of all software and latest technological innovations utilized within the Unit. Has excellent knowledge of desktop publishing, database inputting and research and verification of United Nations terminology on the Intranet. Has broad knowledge of all aspects of the documents production system. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. 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
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.

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.

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.


High school diploma or equivalent. A recognized first-level university degree (Bachelor’s degree or equivalent) may be accepted in lieu of two years of required work experience.

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.

Supplemental training in supervision or communication is desirable.

Work Experience

A minimum of seven years (or 5 years in combination with a first-level university degree (Bachelor’s degree or equivalent)) of progressively responsible language and desktop publishing experience (draft typing, formatting, copy editing, proofreading and creating typographical layout of documents and publications) is required.

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

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

Experience working with a documentation and performance management system such as Documents, Conference and Production Management System (DCPMS) or gDoc 2.0 is desirable.


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

NOTE: "an excellent command" 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.


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

Special Notice

This job opening is advertised to fill a temporarily vacant position for a period of 6 months or longer.

If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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


Sorry, this job opening is no longer available.
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