Head, Publications Production and Publishing Management Unit
Vacancy no.: RAPS/6/2023/INTSERV/01
Publication date: 24th November 2023
Application deadline (midnight Geneva time): 4th January 2024
Job ID: 11435
Organization Unit: PRODOC
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 candidates 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 email@example.com.
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: ILO Jobs: 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.
The position is located in the Publications Production and Publishing Management Unit (PRODOC), of 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 publishing, including open access, copyright, sales, design, editing/proofreading/quality control, digital production, and internal and external printing. The Unit produces and distributes ILO official documents as well as most publications issued at ILO headquarters.
The incumbent is responsible for managing the PRODOC Unit consisting of the Publications Project Management Services (PPM), Design Services (DESIGN) and Production Management Services (PMSERV).
The position reports to the Director of INTSERV.
1. Plan, manage and coordinate the work of the unit across the different services. Establish priorities in line with the Office publishing strategy, the publishing priorities as set in the publishing plan and the priorities of the Department. Develop the unit workplans, assign performance parameters and monitor progress against these parameters. Provide guidance, feedback and coaching to staff.
2. Manage and monitor the effective and efficient use of resources and assets allocated to PRODOC. Determine tools, equipment and staffing requirements, including through the optimal mix of internal capacities and external assistance, for digital and print production, storage and distribution. Ensure that digital publications production development, digital publishing and its implementation is managed within the agreed budgetary framework.
3. Prepare conceptual, policy and strategy papers and provide expert technical advice to senior management on publishing, publications production and distribution management, technological evolutions, good practices and quality standards for ILO publications. Develop and/or contribute to the development of Office policies and procedures in line with the publications policy. Provide senior management with operational statistics and cost-benefit analyses and make recommendations to improve services.
4. Ensure that PRODOC fulfils its role of focal point for all publishing, including editorial guidance, copyright, co-publications and sales to ensure timely and quality production and dissemination of ILO’s strategic publications.
5. Provide strategic guidance for design services in line with the Office’s priorities, branding, accessibility and guide the testing and introduction of new technologies in the design services.
6. Provide guidance to the Production Management services to ensure the timely development and update of service delivery models in line with client requirements and technological evolutions in order to ensure the optimum operation of internal printing services, the outsourced printing services and the Publishing Management platforms.
7. Plan and oversee the drafting and updating of internal procedures and processes related to the various activities of the unit and ensure communication and guidance to the clients. Give guidance for the development and implementation of quality standards, quality control and quality assurance for all PRODOC services.
8. Establish terms of references and participate in negotiations with external suppliers and service providers to establish the appropriate contracts for services and set standards for quality control and monitoring of the operational performance of service providers, including rights and sales of ILO publications.
9. Oversee implementation of the open access policy across the Office in collaboration with INFOTEC.
10. Keep abreast of technological innovations in the publishing and printing industries and ensure that the most cost-effective and appropriate methods of production and distribution are being used to meet changing demands.
11. Coordinate with the DDG cluster, DCOMM on implementing priorities and criteria for producing and distribution of impactful publications. Coordinate with the Official Meetings, Documents and Relations Department on all publications for the Governing Body and the International Labour Conference and with technical departments on publications supporting their events.
12. Represent the ILO at inter-agency meetings, seminars and working groups on publishing, copyright and open access, documents and publications production and printing related issues. Represent the Department in internal meetings on these areas.
13. Perform other relevant duties as assigned.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
- Provide leadership and vision for the work unit.
- Responsible for programme development and evaluation. Establish priorities and objectives for the work unit and organise resources to achieve the objectives.
- Formulate the Programme and Budget proposals, and implement decisions that impact upon the cost-effective management of the department, programme or sector. Develop a variety of criteria to measure programme effectiveness. Supervise administrative services for a large department or sector.
- Contribute as a strategic member of the management team and prepare documents of a conceptual, strategic and policy nature. Conceptualise, design and develop a range of services, tools and related support activities. Plan, organise and supervise the preparation and production of technical and administrative documents and/or major publications.
- Provide policy advice on a broad range of matters including cooperative arrangements involving work activities between programmes, departments or sectors; personnel and financial matters; and quality control. Identify, analyse and document experienced gained from delivery of services, implementation of development cooperation and other developmental activities undertaken.
- Plan and coordinate activities with other organisations and/or institutions.
- Assess needs, design and implement activities in coordination with the field and constituents. Evaluate activities undertaken in the field and provide feedback. Coordinate development cooperation activities for a large department or sector.
- Represent the work unit and the office in internal and external meetings as regards policy questions.
- Manage and coordinate large meetings or special events.
Advanced university degree (Master’s or equivalent) in a publishing, digital production, communications, distribution and sales or other relevant field. A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or related field with an additional two years of relevant experience, in addition to the experience required below, will be accepted in lieu of the advanced university degree.
At least ten years of progressively responsible experience, including at the international level, in managing publishing or digital and paper production Experience in organisations producing internally strategic publications, in the management of copyright, sales and working with publishers. Experience in implementing digitalisation, innovation and change management in a publication production environment, preferably including the implementation of digital content management or asset management platform.
Experience in team management. Experience in professional printing and distribution will be considered an asset.
Excellent command of English or French and a working knowledge of the other language.
In addition to the ILO core competencies, this position requires:
A thorough knowledge of different facets of publishing and the publishing process. A good knowledge of standards and new technologies in the publishing business. Good knowledge of xml publishing and xml publishing systems. Good knowledge of contract management, budgeting and procurement activities. Excellent project management skills. Ability to communicate verbally and in writing on complex technical subjects in a clear and structured manner.
Excellent knowledge of financial rules and regulations. Seasoned knowledge of office’s policies, administrative procedures and practices. Excellent skills in programme development, execution, monitoring and evaluation. Proven skills and ability in advising and guiding staff on policies, procedures and practices. Demonstrated skills and ability in coordinating activities and formulating guidelines and policies. Excellent writing skills. Excellent communication and presentation skills. Negotiation skills. Computer skills. Excellent supervisory, organizational and management skills. Ability to identify priority activities and assignments, to adjust priorities as required, to foresee risks and plan for contingencies. Demonstrated ability to develop, seek funding, implement and evaluate activities of the work unit/ programme or project. Seasoned knowledge of the broad range of technical subject areas dealt with by the work unit/ programme. Demonstrated ability to effectively monitor and evaluate work programme and resources.
High standard of integrity. Strong Leadership skills. Role models effective client-oriented behaviour. Promotes the need to respect clients and work in a client-centric manner. Tact and persuasiveness in dealing with people. Ability to develop and maintain effective partnerships and working relations. Fosters teamwork and communication within the Unit/the Department and with other departments and clusters. Ability to work in a multi-cultural 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.
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 firstname.lastname@example.org
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 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.
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.
However, we have found similar vacancies for you: