Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian, and Spanish). Based on the principle of simultaneous distribution, it ensures the issuance of documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards.

The timely production of publications in accordance with high-quality standards is essential for the implementation of ICAO Standards and Recommended Practices (SARPs) by Member States and in support of the on-going work of the Organization.

The Editorial Associate reports directly to the Chief, Spanish Translation Section, who provides only general supervision, as the incumbent is expected to work fairly independently on tasks assigned. Specific instructions and directives will be provided by the Chief of Section on special tasks, complex or technical issues. The incumbent works in close collaboration/coordination with the English editorial team and other Language Sections, as required.

In collaboration with the Chief, Spanish Translation Section, ensures the timely processing of Spanish publications and when required, the Spanish portions of multilingual publications, by proofreading, editing, correcting, formatting, and releasing saleable and non-saleable publications, subsequently subject to quality controls by the Section, achieving results such as:

• Process assigned language publications in accordance with editorial production standards.
• Advise supervisor on progress and/or impediments to timely completion.
• Produce Spanish editions that are complete in relation to the final, typeset English version.
• Edit for accuracy, consistency in terminology and proper names and properly formatted text, references, dates, figures, tables and equations.
• Insert translated text into graphics that have been prepared for English language versions and ensure that language needs are adequately accommodated.
• Verify specific content against the target translation language and the English original as needed.
• Ensure consistency in typeface, spacing, pagination, graphics and covers.
• Identify omissions, repetitions, incorrect or unclear translated texts.
• Consult and collaborate with colleagues, as necessary, to resolve problems and to share technical expertise and knowledge.

Typesets Spanish publications for printing and electronic publishing, achieving results such as:

• Prepare page layout, graphics and tables that follow and are consistent in presentation with the English electronic files.
• Typeset miscellaneous jobs, such as invitations, consulting with English editorial staff as necessary.

Verifies and keeps up to date the Word and PDF versions of publications in Spanish, which are regarded in the Organization as the definitive copies of the relevant language publications, achieving results such as:

• Prepare consolidated versions of publications for on-line posting.
• Place the definitive copies of publications on the ICAO Central Database of documents (ICDB, ICAO-NET, etc.).
• Prepare reprints of publications, to satisfy print-on-demand needs.
• Establish and maintain an efficient filing system for both electronic and hard copies.
• Verify posted web versions after proofreading and flags anomalies.

Prepares materials for internal or external translators and for external editors, achieving results such as:

• Produce relevant electronic files, including conversions from software no longer in use in ICAO, and/or hard copies, prepared and made available for use by translators.
• Complete graphics and layout as needed on externally handled jobs.
• Support external collaborators on use of automated tools and ICAO specific terminology.

Keeps up-to-date with Spanish language usage, ICAO terminology, editorial conventions, and desktop publishing techniques and software, achieving results such as:

• Conduct research using relevant on-line or printed resources including the UN Language and Reference Resources, UNTERM, dictionaries, etc.
• Carry out editorial directives, incorporating new terminology and following approved linguistic guidelines, as required.
• Participate in software training courses when available; seek solutions to software issues by consultation or research.

Performs other related duties, as assigned.

Professionalism: Knowledge of ICAO operations and publications, and of ICAO procedures, practices and interactions with outside bodies. Knowledge of typographical rules and trends, desktop publishing applications for editorial work, as well as typesetting and text processing techniques. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

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 the audience; demonstrates openness in sharing information and keeping people informed.

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.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

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.

High school diploma or equivalent is required.

Training or certification in languages is desirable.

1. Essential

A minimum of six (6) years’ experience related to editing and document production processes.

Experience in editing, proofreading and page make-up.

Desirable

Experience with graphic design software such as InDesign and/or Illustrator.

Experience of ICAO Operations and publications.

Experience working collaboratively with colleagues in the context of complicated processes with high levels of production.

Essential 

Excellent command of Spanish as the mother tongue or the language used for the purpose of education, with sound knowledge of grammar, syntax and spelling and punctuation. A very good working knowledge of English.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian).

Applicants must hold either Canadian citizenship, Canadian Permanent Residency or work permit in order to be eligible for this position.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (3) years (first year is probationary for an external candidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission

(ICSC).

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration:        Level        Net Base Salary per annum

G-6               CAD 49,278