Org. Setting and Reporting

This position is located at Headquarters in the French Text-Processing Unit of the French Translation Service, Documentation Division of the Department of General Assembly and Conference Management (DGACM), New York. The Documentation Division facilitates the deliberation and decision-making processes of intergovernmental and relevant expert bodies and United Nations conferences by providing efficient and effective conference-servicing support while ensuring effective multilingual communication and the equal treatment of all official languages. The incumbent reports to the French Text-Processing Unit Supervisor.

Responsibilities

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

• Performs desktop publishing, page layout and/or graphic design functions, including incorporating corrections and formatting documents, as well as creating tables, graphics and organization charts, in desktop publishing formats, in accordance with existing guidelines, especially for complex documents, including publications.
• Performs proofreading functions by checking successive versions of edited and translated documents against previous versions, as appropriate, in accordance with existing guidelines.
• Compiles and scopes final documents against the submitted document.
• Provides assistance to translation services by aligning English texts with corresponding language, using Unite Conference Document Storage aligning tools to produce quality translation memories.
• Assists in leading the adoption of modified working methods and procedures in the framework of ongoing modernization processes, including the Global Terminology, Reference and Translation Solutions (gText) project
• Helps to ensure that modified workflows are designed and implemented according to rigorous and transparent standards that reflect the language-specific operational needs of the unit and are supported by systematic training
• Organizes, plans, controls, and coordinates the work of unit work with respect to the production of camera-ready documents for reproduction and storage of final text on the United Nations Official Documents System (ODS).
• Distributes assignments to ensure efficient and effective processing of documentation and an equitable distribution of work. Updates electronic tracking system accordingly.
• Assures smooth continuity of work from one work shift to another; prioritizes work to be continued and gives special instructions as needed.
• Registers incoming/outgoing documents to control flow of work in and out of unit.
• Maintains daily statistics and performs administrative work, as needed.
• Performs daily maintenance of the unit network drives.
• Trains and guides junior support staff. Participate in enhancing capabilities and sharing knowledge through internal training.
• Assists in overseeing the creation, updating and maintenance of macros, templates, and models.
• Rotates on daytime, after-hours, and weekend work shifts, as needed.
• Stays available for overtime and on-call assignments, depending on the needs of service.
• Performs other modified desktop publishing functions developed through workflow reviews.
• At the request of the team leader, performs quality evaluations and provides feedback to contribute to the creation of a culture of accountability and two-way feedback.

Competencies

Professionalism:
– Knowledge of typographic standards, with emphasis on technological applications leading to processing efficiencies as well as demonstrating proficiency in grammar, spelling, keyboarding and applicable software.
– Demonstrates initiative, ability, 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.

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

Technological Awareness:
-Keeps abreast of available technology
-Understands applicability and limitations of technology to the work of the office
-Actively seeks to apply technology to appropriate tasks
-Shows willingness to learn new technology

Education

High school diploma or equivalent is required. Additional formal training in desktop publishing or a related field is desirable.

Work Experience

A minimum of seven years of experience in desktop publishing, including copy editing, formatting, proofreading and creating typographical layouts using Microsoft Office, is required.

Experience working with Adobe Suites is desirable.

Experience with documentation processes of the United Nations or a similar international organization is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in French which must be the candidate’s main language is required. Knowledge of English is required. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. If the selected candidate/staff member does not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities.

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.

Appointment against this position is for an initial period of one year and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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

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.