Org. Setting and Reporting
This position is located in the Chinese Desktop Publishing Unit (CDPU), Multilingual Technology Section (MTS), Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The incumbent will report to the Head of Unit.Responsibilities
Within limits of delegated authority, the Editorial and Desktop Publishing Assistant (Assistant Supervisor) will be responsible for the following duties:
• Organizes, plans, controls and co-ordinates the work of a particular shift with respect to the production of camera-ready documents for reproduction and storage of final text on the optical disk database.
• Distributes assignments so as to ensure efficient and effective processing of documentation and an equitable distribution of work. Updates electronic tracking system accordingly.
• Assures smooth continuity of work from night to day shift and vice versa; prioritizes work to be continued and gives special instructions as needed.
• Registers incoming/outgoing documents in order to control flow of work in and out of unit.
• Completes e-Performance evaluations for unit staff as First Reporting Officer.
• Processes parliamentary and non-parliamentary documents with complex layouts and infographics, including but not limited to publications.
• Assists in leading the adoption of modified working methods and procedures in the framework of ongoing modernization processes, including the Global Terminology, Reference and Translation Solutions (gText) project.
• Helps to ensure that modified workflows are designed and implemented according to rigorous and transparent standards that reflect the language-specific operational needs of the Unit and are supported by systematic training.
• Maintains daily statistics. Performs administrative work, as needed. Performs daily maintenance of the Unit network drives.
• Trains and guides junior support staff.
• Performs supervisory functions in the absence of the Supervisor.
• Assists in overseeing the creation, updating and maintenance of macros, templates, and models.
• Rotates in day and night shifts, as well as weekend on-call duties, as needed.
• Depending on the needs of the service, availability for overtime is expected.
• Assists with the collection and analysis of data as well as preparation of date presentations and reports for information sharing, responding to queries, knowledge management, planning and decision-making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other related work as required, including verbatim and echelon service.
Knowledge of UN structure and rules of procedure of various organs. Knowledge of all aspects of the work of the unit, including typographic standards and documents production system. Proficiency in the language of the unit and in United Nations terminology and editorial practices. Good knowledge of Excel and/or Power BI. Demonstrates use of initiative, ability and creativity to effectively attain objectives. The ability to perform analysis, modeling and interpretation of data support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
PLANNING AND ORGANIZING:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning.
Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk- taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
Keep abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
High school diploma or equivalent.Job - Specific Qualification
Additional formal training in text processing or a related field is desirable.Work Experience
At least seven (7) years of experience in desktop publishing, including draft typing, copy editing, proof reading and typographical layout or related area is required. The minimum years of progressively responsible experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
At least one (1) year of experience in data analytics or related area is desirable.
Experience in creating typographical layouts using Microsoft Office and Adobe Suites is desirable.
Experience in front desk operations, planning, distributing and monitoring work assignments while ensuring timely production of error-free documents is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in Chinese, which must be the candidate's main language, is required. Knowledge of English or French is required. Knowledge of another official United Nations language (Arabic, Russian or Spanish) is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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.