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Job Opening
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Posting Title: |
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Production Assistant, G6
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Job Code Title: |
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PUBLISHING ASSISTANT
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Department/ Office: |
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United Nations Office at Vienna
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Duty Station: |
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VIENNA
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Posting Period: |
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9 June 2015-8 July 2015
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Job Opening number: |
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15-CON-UNOV-43591-R-VIENNA (R)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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The incumbent is a team member of the Electronic Publishing Unit (EPU), located in the English, Publishing and Library Section (EPLS), Conference Management Service, Division for Management, United Nations Office at Vienna. The Unit is responsible for copy preparation, media production, and proofreading. The Production Assistant will work under the direct supervision of the Chief of the Unit.
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Responsibilities
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Within limits of delegated authority, the Production Assistant will be responsible for the following duties: • Reviews all material submitted to EPU for processing and ensures completeness. Advises submitting offices of modifications or additional material required to bring material into line with United Nations editorial and publishing standards. Establishes priorities within the deadlines given in the Documents Control and Performance Monitoring System (DCPMS) system for all work in the Unit, when necessary negotiates different deadlines with Documents Management Unit. The incumbent will work with the chief of unit to decide on the overall production priorities: for copy preparation/proofreading, typesetting and multimedia production explaining, where appropriate, details necessary for processing the work. Decides on a day-to-day basis when, owing to capacity, external (contractual) production arrangements may be necessary and makes initial contact with contractors to ascertain their availability and explain the nature of the job in question. Informs the Chief of the Unit when a large workload is anticipated and recommends solutions (contracting out, renegotiation of deadlines). • The incumbent must assess and check each submission to see if all the elements mentioned conform to the EPU guidelines for submissions and therefore can be used as the basis for the publishing project. The incumbent is the first contact person for all EPU clients: International Narcotics Control Board, United Nations Commission on International Trade Law, United Nations Industrial Development Organization, United Nations Office on Drugs and Crime, United Nations Office on Outer Space Affairs, and the United Nations Scientific Committee on the Effect of Atomic Radiation. Examines manuscripts and submitted data in electronic format to make sure that they are in proper form for printing or processing: checks cover and title pages, tables of contents, disclaimers, footnotes, pagination, cross-referencing, figures and annexes. Checks the format of the text and graphics supplied by consulting officers via the Documents Management Unit for Desktop Publishing in six languages. Answers a wide range of queries and advises consulting officers on correct procedures. Advises substantive offices on technical specifications (acceptable file types: graphic file specifications and end user file requirements) and estimated timing of services. May negotiate deadlines with submitted officers. • Keeps records of all stages of processing in DCPMS and\or assigns work to the Production Assistant and is responsible for the accuracy of his/her input. Provides training for and supervises one Production Assistant and temporary personnel, establishes priorities and work methods and evaluates results. In conjunction with the Senior Graphic Designer participates in initial meetings with clients to discuss potential design projects, including substantive content, communication objectives, media and design options, technical specifications, costs, schedules/deadlines etc. • EPU products and services include website designs and website elements, e-Pubs and Apps for use on hand held devices. EPU regularly provide Web elements (web banners, graphics and image montages) to clients. EPU provide e-Pubs files of paper publications for use on handheld devices (i.e. iPads) and Mobi files for use on the Kindle reader. The incumbent receives the client requests for these types of multimedia projects and processes them. The incumbent checks the submission to ensure that all images, manuscript and digital artwork files have been provided and distributes the work. The incumbent provides guidance and support throughout the project production process; coordinates and follows up with clients and other relevant parties (e.g. copy preparers/proofreaders, external contractors, production staff, and library staff) to ensure that the project is on schedule. • Performs the administrative duties of the Editorial Assistant (in the office of the Chief of EPLS.) when he/she is absent and coordinates all activities accordingly. • Decides on a day-to-day basis on production priorities and work assignments. • Decides whether incoming manuscripts are acceptable for processing or should be returned because of incompleteness or poor quality. • Decides for recurring publishing projects, such as those for Commissions, which projects can be contracted out or, in the case of unique documents, recommends which should be contracted out and to whom. Makes recommendations on solutions to deal with large expected workloads in publishing. • Performs other related work as required.
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Competencies
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• Professionalism – Ability to handle multiple projects simultaneously. Very good knowledge of standard industry production processes and of internal United Nations production practices and operations. Good knowledge of desktop publishing techniques. Sound knowledge of the United Nations system: good knowledge of relevant internal policies, processes and procedures including sound knowledge of the United Nations editorial policies for publications. Demonstrated ability to apply good judgment in the context of assignments given. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. 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. • 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 audience; demonstrates openness in sharing information and keeping people informed. • 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. • 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.
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Education
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High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
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Work Experience
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A minimum of 7 years of progressively responsible experience in publishing production control, including a high-level of knowledge of publishing production management software and of printing and distribution guidelines and practices is required. Thorough experience in and knowledge of editorial and publishing policy/guidelines and practices in the United Nations system or similar international organizations is required. Thorough experience in and knowledge of the Documents Control and Production Monitoring System (DCPMS) is highly desirable. High-level experience in and knowledge of procedures used in the production of United Nations sales publications is desirable.
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Languages
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English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English, i.e. oral and written proficiency, is required. Knowledge of another official United Nations language(s) desirable. Fluency in German is desirable for communication with external printing and publishing contractors.
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Assessment
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Special Notice
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United Nations Considerations
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Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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No Fee
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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.
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