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Publications Production Officer

 

Grade: P3 

Vacancy no.: RAPS/2/2022/INTSERV/01
Publication date: 31 August 2022
Application deadline (midnight Geneva time): 3 October 2022

 

Job ID: 9306 
Department: INTSERV 
Organization Unit: PRODOC 
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 ilojobs@ilo.org.

 

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: https://jobs.ilo.org/content/Non--and-under-represented-member-States/

 

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.

 

Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.

 

The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.

Introduction

The position is located in the Publications Project Management Unit (PPM) of the Publications Production Management Unit (PRODOC) within the Internal Services and Administration Department (INTSERV). INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport, use of public spaces and general internal services. PRODOC is responsible for all aspects of design, editing/proofreading/quality control, production, internal/external printing and distribution of official documents and as well as for most publications at ILO headquarters, including flagship and major publications. 
PPM provides budgeting, planning, procurement, project management and quality assurance services for ILO flagship, major and high-level publications, reports, promotional and event materials. This unit works with author departments to ensure that publishing production choices support the impact objectives of the publication, and that ILO’s strategic messages are effectively presented across various formats. PPM is responsible for planning the purchasing and contracting of a wide variety of services, supplies and products associated with publications production. PPM identifies the best value for money in digital and print production services at local and international levels, based on a broad view of the ILO’s requirements, quality standards and requested deadlines. The service requires in-depth knowledge of publication production process and publication production market.
The incumbent will be responsible for work planning and activities relating to purchasing tasks associated with standard publications production both print and digital and provide support in the production management of flagships and major publications.  He/she will ensure effective coordination and communication between author units, PRODOC colleagues involved in the productions and external suppliers and collaborators to achieve timely delivery of high-quality productions. 
The position will work under the supervision of the Administrator of the Publications Project Management Unit (PPM).
 

Specific Duties

1.Receive and process standard publication production requests from author units. Liaise with clients to assess their service requirements and deadlines, to identify the various suppliers and products to be procured, to plan and coordinate the service delivery according to the production plans.
2.Draft terms of references and technical specifications, order and coordinate resources for copyediting, proofreading, graphic design, typography, layout, digital and printing. Process production information and administration in the ILO Publications management assets system. Perform quality control on the final products and collaborate with the departmental support team for financial follow-up. 
3.Coordinate and oversee the services provided by external contractors. Monitor, track and report on supplier performance throughout the contract lifecycle that service providers and suppliers meet contract performance requirements in terms of quality, schedule, cost/price and invoicing. Identify, report on discrepancies to the supervisor and take corrective actions.
4.Organise regular production coordination and review meetings with internal production services and external contractors in order to ensure compliance with ILO’s publishing high-quality standards for copyediting, proofreading, graphic design, typography, layout and branding compliance.
5.Administer and monitor the accuracy of publishing-project information and meta-data in the ILO Publications management assets system with regard to internal administrative steps, publications production workflows, internal process and files storage.
6.Provide input on improving work processes for future publication projects to PRODOC management and make proposals to the head of unit for improving and updating the publication’s production guideline.
7.Organize and coordinate regular training and orientation meetings with internal authors and external contractors to provide guidance and training on the production process and ILO publications quality standards.   
8.Establish, develop and maintain working relations with relevant ILO managers and liaise with UN agencies, contacts in networks and other relevant entities.
9.Perform other relevant duties as assigned.

 

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

  1. Oversee financial, administrative, and personnel matters and prepare plan of operations for the relevant work unit.
  2. Draft text and prepare budget for Programme and Budget proposals.  Participate in the preparation of project documents submitted for external funding and prepare final budgetary reports on approved projects.  Prepare other reports and documents related to programme and financial matters.  Prepare correspondence related to finance, personnel or administration.
  3. Control income and expenditure and prepare periodic analyses of the financial situation.  Verify monthly accounts and take corrective action, examine requests to incur obligations in light of availability of funds.   Verify invoices and approve payments.  Issue various documents related to financial transactions.
  4. Supervise financial and administrative arrangements for official meetings.
  5. Liaise with other departments to settle financial and administrative arrangements.
  6. Administer staff movements.  Liaise with Human Resources Development Department on recruitment.  Administer contractual agreements, especially external collaboration.
  7. Control purchase, inventory and maintenance of furniture, equipment and supplies.
  8. Make travel arrangements and do calculations for missions.  May undertake missions to review financial and administrative matters of projects or to participate in the organization of seminars.
  9. Review and analyse project implementation and progress reports to ensure outputs are in line with objectives and to judge need for reassigning material or personnel or suggest other measures to strengthen delivery.
  10. Coordinate and organise workshops and meetings.
  11. Supervise the work of administrative support staff.
  12. Respond to programming and administrative questions and ensure necessary follow up.

Required qualifications

Education

Advanced university degree (Master’s or equivalent) in publishing, graphic arts management, visual communication or other relevant field. A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant field with an additional two years of relevant experience, in addition to the required five years of experience stated below, will be accepted in lieu of an advanced university degree.

 

Experience

At least five years of experience in the fields of publishing, communications, including procurement and coordination of publication production services for complex publishing production projects.

Languages

Excellent command of one official language (English, French, Spanish) of the Organization and a working knowledge of second official language of the Organization.   One of these languages must be English.

Competencies

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

Sound knowledge of financial rules and regulations. Knowledge of Office’s policies, administrative procedures and practices. Ability to research and interpret various guidelines and policies for application to address administrative related issues. Ability to develop and monitor the budget of a programme or a project. Knowledge of the work unit’s operations, objectives and technical field and ability to effectively monitor work programme and resources.

Knowledge of working with Publications management assets systems is required. Good knowledge of Adobe PDF software and knowledge of desktop publishing applications such as InDesign and other specialized tools.

Knowledge of project management planning, scheduling, cost estimation and purchasing in the publishing industry and digital publishing related to at least three of the following areas: copyediting, proofreading, graphic design, typography, layout and branding compliance.

Knowledge of the printing industry and digital production technology.

Well-developed conceptual and analytical skills. Ability to solve problems while delivering high quality results on time and within budget. Ability to work within a team and to establish and maintain effective communication with colleagues and external partners. Excellent communication skills, both written and oral, including the ability to convey information in a clear and understandable way. Sound competency in customer service, with proven ability to deal with clients and provide advice on concepts and production procedures concerning documents and publications. Strong organizational skills and ability to manage priorities, work under pressure and meet tight deadlines.  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 the ILO Jobs International Recruitment page.

 

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. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org

 

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at https://jobs.ilo.org/. 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.

 

The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse. 
To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.

 

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 - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.