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Editorial Assistant(G5)


Organizational Setting


The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows\: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.


One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States. To facilitate the effective exchange and dissemination of information relevant to the IAEA's work and mandate, the Division of Conference and Document Services coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications.


The IAEA has an extensive publishing programme, implemented by its Publishing Section, which produces a wide range of publications on nuclear related issues in both print and electronic formats. Inputs in the form of manuscripts of scientific/technical publications, advocacy items, electronic publishing requests and graphic design proposals originating from all parts of the house are handled by the Publishing Section.

Main Purpose


As a member of a team led by the Head of the Editing Unit, the Editorial Assistant processes, pre-edits, proofreads and finalizes, as applicable, scientific and technical manuscripts in English, in accordance with the IAEA's editorial rules and style guidelines and in line with established IAEA publishing policies and practices. The Editorial Assistant is responsible for the appropriate level of quality control of technically complex texts, ensuring, to the extent required, their accuracy and completeness before dispatching them for printing and/or posting on the web.

Functions / Key Results Expected


  • Process, pre-edit, proofread and finalize, as applicable, scientific and technical manuscripts in English, in accordance with the IAEA's editorial rules and style guidelines and in line with established quality control procedures.
  • Ensure, to the extent required, the accuracy, consistency and completeness of manuscripts by checking spelling, punctuation, grammar, syntax and presentation.
  • If appropriate, pre-edit, restructure and reformat complex technical texts containing tables, charts, figures, mathematical formulas, diagrams, illustrations, references and bibliographies.
  • Proofread externally edited manuscripts and, if required, carry out remedial actions in cooperation with staff Editor(s).
  • Produce front matter and compile final PDF file for camera-ready manuscripts; assume responsibility for quality of finished projects.
  • Provide originators with specific instructions on correct format, layout, style and submission procedures; respond to queries from originators concerning manuscripts submitted for processing.
  • Create PDF files of selected manuscripts or relevant parts of manuscripts.
  • Record incoming/outgoing manuscripts in order to help control the flow of work in and out of the Editing Unit.

Competencies and Expertise

Core Competencies

Name Definition
Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
Teamwork Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name Definition
Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

Required Expertise

Function Name Expertise Description
Publishing Document Management An understanding of the pre-editing and general publishing processes for scientific and technical manuscripts and good knowledge of publishing software
Publishing Proofreading Good proofreading skills required
Publishing Quality Management Good understanding of the quality levels required for scientific publication, with careful attention to detail

Qualifications, Experience and Language skills


  • Completed secondary education.
  • Minimum of five years of relevant working experience in publishing, preferably in an international organization.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • English language test (Level 2) and English typing test (Level 2) to IAEA standard.



The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43257 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values)\: Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Administrative support
    • Nuclear Technology
    • Energy sector
    • Administrative support
    • Translations and Languages
  • Closing Date: 2017-05-09

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