Job Opening

Posting Title: Supervisor, Editorial and Desktop Publishing Assistant (French), G6
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 18 April 2017 - 17 May 2017
Job Opening Number: 17-Language-UNOV-77715-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

Recruitment for this position is done on a local basis.

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. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in lieu of the GGST, pending confirmation of validity.

If an external candidate is considered, the candidate will be subject to a passing grade on the relevant proctored entry-level examination at the duty station.

Travel expenses incurred in order to take the examination, as well as recruitment travel is the responsibility of the candidate and will not be reimbursed by the Organization.

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

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), 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.


•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 the Documents, Conference and Production Management System (DCPMS) 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, liaise with the revisor(s) in charge of quality control in the Section and fill in the quality control reports in the Contractor Management Application (CMA);

•Review finished documents to ensure conformity with the drafts and with UN editorial directives and standards on format and presentation;

•Ensure the accuracy of the word count of the documents;

•Ensure that completed documents are properly stored in DCPMS (Documents, Conference and Production Management System) and properly prepared for archiving on the Optical Disk System (ODS), coordinate with the ODS focal point in Documents Control 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 DCPMS; prepare and maintain statistical data and records and provide a variety of reports extracted from DCPMS 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;

•Liaise with IT staff with regard to IT-related matters, requirements and enhancements;

•Perform other related work as required.


• 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 plan 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.

• Teamwork: Good interpersonal skills; ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Ability to work collaboratively with colleagues and openness in sharing information. 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.

Managerial Competencies:

• 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.

• Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.


High School diploma or equivalent is required.

Supplemental training in supervision or communication is an advantage.

Work Experience

Seven years of progressively responsible editorial and desktop publishing experience (typing, copy editing, proofreading, and typographical layout of documents and publications) is required. Experience with United Nations editorial practices and documentation procedures is highly desirable. Experience in using different software for processing of documents and publications and in electronic transfer of texts is required. Broad knowledge of all aspects of the documents production system is an asset.


Excellent command of French, including grammar, spelling and usage; Very good working knowledge of English necessary; knowledge of any other UN official language an asset.


Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee


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