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Text processing Operator


Grade: G4 

Vacancy no.: GENEVA/GS/2022/12

Publication date: 21 December 2022
Application deadline (midnight Geneva time): 31 January 2023


Job ID: 10317 
Department: RELMEETINGS 
Organization Unit: OFFDOC/S 
Location: Geneva   
Contract type: Fixed Term 


The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.


The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • Other staff members with at least five years of continuous service with the Office are also eligible. They are encouraged to apply and will be given special consideration at the screening and evaluation stage. 
  • External candidates *


The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to


Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.


*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 68 875 CHF yearly.


The position is located in the Official Documents Spanish Translation Unit (OFFDOC/S) in the Official Meetings, Documents and Relations Department (RELMEETINGS). There are seven language Units in RELMEETINGS that provide language services in the ILO official languages (English, French and Spanish) and the working languages (German, Russian, Arabic and Chinese).    
The OFFDOC/S Unit is responsible for the editing, translation, revision and text processing, formatting and proofreading of all official ILO documents in Spanish, including those submitted to the International Labour Conference, the Governing Body, regional meetings, experts and technical meetings, as well as documents produced by the Office of the Director-General.    
The position is that of Text Processing Operator in the Spanish text processing team.   
The position will report to the Head of OFFDOC/S.  


Specific Duties

1.Format official documents of varying complexity such as heavily amended texts in track changes, tables of contents, presentation of footnotes, complex tables and graphics, in accordance with the ILO house style manual and ILO branding.   
2.Process urgent in-session documents during official meetings.  
3.Upload the official documents in the web content management system (web check-in) and the draft decisions in the sub-amendment managing module (SAMM), as necessary.  
4.Ensure regular filing of processed documents in accordance with the document classification on the common drive.  Generate PDF files as required.   
5.Provide support to the translators by pre-formatting documents and inserting standard or already translated text.  
6.Conduct final checking/reading of documents prepared by the Unit to ensure their consistency with the original (paragraphs, tables, figures, footnotes, etc.) and with the work carried out by the other units concerned.  
7.Participate in training of and provide support to new text processing operators on standard processing work.  
8.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.    Copy type in draft and final form according to Office standards in one language, including more complex manuscripts, i.e. manuscripts heavily corrected by author(s) and/or editorial staff; texts containing equations; texts needing some editing or rearrangement; bibliographies not presented in correct form; unusual layout and format.  
2.     Word process recorded texts.  
3.     Type dictation directly onto the PC.  
4.     Word process more complex statistical tables and other tabular material, i.e., tabular material where it is necessary to select data from various electronic sources, including importing graphics.  
5.     Proof-read documents prepared in the unit.  
6.    Take responsibility for collating long documents produced by several staff members.  
7.     Format documents, including table of contents, according to the established rules for final production.  
8.     Transcribe debates during conferences and meetings.  
9.     Copy typing in another language may be required.  

Required qualifications


Completed secondary or commercial school.


At least four years of experience in text processing.


Excellent command of Spanish. Working knowledge of another official language of the Organization (English or French).   


Excellent knowledge of basic and advanced functions of document production (Word, Excel, PowerPoint, Adobe Acrobat DC). Ability to work as part of a team. Knowledge of rules governing house style and presentation of documents. Ability to remain calm when working to meet deadlines.  Ability to work for extended periods during conferences and official meetings.  Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.  


Recruitment process


Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. 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 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further 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 - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.