Publications Assistant VN 137/2023
JOB DETAIL
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Under the general supervision of the Senior Publications Specialist and under the direct supervision of the National Finance & Administrative Officer, the successful candidate will be responsible for the following functions:
1. IOM Publications Platform
- Prepare and upload all new publications, updates the publications attributes.
- Provide publications download statistics to requesting country and regional offices and the different Headquarters divisions.
- Communicate and coordinate with Online Communications Unit (OCU) colleagues for any fixes and adjustments in the Platform’s backend.
2. Publications Mailbox and General queries
- Maintain the publications mailbox, assist colleagues inquiring about the PUB process and the submission of the Publications Service Request (PSR) form.
- Answer general queries such as but not limited to: Translation services, Disclaimers, ISBN requests, Joint Publications, Permision/Copyright Queries; External requests to publish their research reports; In the absence of the Publications Assistant in Headquarters, assist in providing the list of the Roster of external consultants and replying to Review/Approval PSR requests when needed.
3. Publications Pipeline
- • Receive the PSR forms, assign reference numbers for Editing, Layout, and Editing and Layout requests, check the availability of the editors and artists and send calendar invites, introduce and endorse the assigned editor and/or artist to the requesting office or department, and save a weekly back-up of the file.
- • In the absence of the Publications Assistant in Headquarters, assist in receiving, assigning reference numbers, and replying to Review/Approval requests.
4. Publications Intranet Page
- Serve as an alternate focal point for the Publications Intranet Page.
- Coordinate with the Intranet Team/ ICT when fixes are needed
- Upload Publications and/or documents in the DMS portal, edit attributes in the Publications Intranet Page.
5. Administrative
- Maintain and update all social media accounts (Facebook and Twitter).
- Assist in preparation and sending out of electronic flyers of new publications to all IOM Usersto external mail contacts through Mailchimp.
- Assist in updating contact list in Mailchimp.
- Monitor and update the Unit’s Asset list.
- Coordinate with MAC Local Procurement Unit and Common Services Unit for the unit’s general needs.
- Prepare Online Invoice Processing App (OIPA) and Online Purchase Requisition App (OPRA) for the Unit.
- Perform other duties as may be assigned.
- University degree in Management, Marketing, Social Sciences, Fine Arts or a related field from an accredited academic institution with two (2) years of relevant professional experience; or,
- Completed High School with four (4) years of relevant professional experience.
- Two (2) years of relevant professional experience.
- Computer literacy including proficiency in MS Office applications, Internet browser,CMS program.
- Familiarity with Adobe PC Suite an advantage, in particular Adobe Acrobat.
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
- Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
- Challenges prejudice, biases and intolerance in the workplace.
- Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the organization’s resources reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
- Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
- Seeks to raise professional standards in self and others through daily work and activities.
- Adapts quickly to change and is decisive and versatile in face of uncertainty.
- Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- Accepts personal responsibility for quality and timeliness of work.
- Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
- Operates in compliance with organizational regulations and rules.
- Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
- Presents information using language and sequence of ideas that is easy for recipients to understand.
- Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
- Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
- Listens carefully and genuinely to the views and positions of others; acts on received information.
- Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
- Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
- Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Contributes to the identification of improvements to work processes and assists in implementing them.
- Establishes strong relationships with colleagues and partners; relates well to people at all levels.
- Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
- Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
- Coordinates own work with that of the team to meet agreed priorities and deadlines.
- Produces quality results and provides quality services to clients.
- Meets goals and timelines for delivery of products or services.
- Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Shows understanding of own role and responsibilities in relation to expected results.
Interested applicants may send their applications to hrmanila@iom.int no later than 01 August 2023. VN Number and Position Title (VN 137/2022 – Publications Assistant) should be specified in the SUBJECT field.
Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted and an offer will be made following the confirmation of funding.
