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Document Services Coordination Officer


Grade: P2  

Vacancy no.: RAPS/1/2020/RELMEETINGS/01
Publication date: 17 March 2020
Application deadline (midnight Geneva time): 20 April 2020


Job ID: 2386 
Department: RELMEETINGS 
Organization Unit: RELMEETINGS 
Location: Geneva   
Contract type: Fixed Term 


The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
  • External candidates.


Staff members with at least five years of continuous service with the Office are encouraged to apply.


Applications from officials who have reached their age of retirement as defined in Article 11.3 of the Staff Regulations on or before 31 December 2017, or who have already separated from ILO service upon retirement or early retirement, will not be considered.


The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to


The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).


Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here:


In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.


The position is located in the Document Coordination and Translation Support Unit (DCU) of the Official Meetings, Documentation and Relations Department (RELMEETINGS). DCU is responsible for planning and coordinating all activities related to the processing of official documents as well as for coordinating the management of ILO terminology. It is the single point of entry and delivery for all official documents submitted for processing in the seven Language Units (English, French, Spanish, Arabic, Chinese, German and Russian) and the focal point for any communication related to those processes.

The position is responsible for coordinating the logistics in relation to the processing of official documents, preparing documents for translation, ensuring alignment with service requirements and procedures and servicing official meetings. 

The position reports to the Head of DCU.

Specific Duties
  1. Brief author units on document service requirements and procedures and follow-up on document preparation activities providing relevant advice to the persons concerned. Participate in the establishment of timelines for the submission of documents by author units. 
  2. Verify that the documents received from author units comply with the established requirements. Check texts for completeness and systematically organize all multilingual source material received from author units before sending them on for processing, in order to facilitate reference, editing, and translation work. Make detailed comparisons of the versions and ensure that only the master documents are distributed for processing.
  3. Prepare documents in order to provide translators with all the information required to carry out their work. This involves searching for references available in the relevant target languages, as well as analysing the texts with applicable computer-assisted translation tools to determine which parts, if any, have previously been translated and identify existing terminology. Prepare workflows in the workflow management system.
  4. Ensure the communication of all relevant information concerning each document among author units and all actors involved in its processing.
  5. Carry out final quality control of documents before sending them for publication; ensure consistency of trilingual versions and accurate introduction of corrections in each language.
  6. Webpost documents in the Web Content Management System (WCMS) and update the pages of the Governing Body, International Labour Conference and Regional Meetings websites.
  7. Coordinate requests from technical departments during meetings; provide guidance to organize work schedules of the teams concerned.
  8. Regularly update the ILO’s terminology database (ILOTERM) and prepare multilingual glossaries.
  9. Prepare trilingual training guides and guidelines on work methods and procedures, update them periodically and provide training in English, French and Spanish.
  10. Perform other relevant duties as assigned.
Required qualifications

First level university degree in languages, administration or other relevant fields or technical university diploma in a related field supplemented by two years of professional experience in the technical field.


At least two years of professional experience in multilingual document workflow management.  Experience in the use of computer-assisted translation and terminology (CATT) tools would be an asset.


Excellent command of one official language (English, French, Spanish) of the Organization and a working knowledge of the other two official languages of the Organization. A knowledge of other working languages of the Organization would be an asset.


In addition to the ILO core competencies, this position requires:


Technical competencies - Good knowledge of terminology. Ability to plan and organize work. Ability to present information in readily understandable forms. Knowledge of and experience with utilizing computers including word processing and database software. Ability to use computer-based information tools. Ability to guide and train lower level staff. Ability to communicate effectively both orally and in writing. Ability to work on own initiative as well as a member of a team. Familiarity with research techniques for translators.


Behavioural competencies - Ability to work quickly, accurately and calmly under time constraints. Tenacity. Excellent interpersonal skills, Willingness to share knowledge and information. Ability to promote harmonious working relations. Active interest in new developments in data and workflow systems, particularly in the field of translation and document production. Commitment to continuous learning and developing new skills. The ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.



Conditions of employment

  • Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
  • The first contract will be issued for a twenty-four month period.
  • A successful external candidate will be on probation for the first two years of assignment.
  • Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.

For more information on conditions of employment, please visit:


Important Information

Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted.


Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at The system provides instructions for online application procedures.


Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.


Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.


Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.