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English Language Production Editor, and Proof-reader

Geneva (Switzerland)

  • Organization: ILO - International Labour Organization
  • Location: Geneva (Switzerland)
  • Grade: P-3, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Communication and Public Information
    • Translations and Languages
    • Scientist and Researcher
    • Documentation and Information Management
  • Closing Date: 2020-04-20

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Grade: P3  

Vacancy no.: RAPS/1/2020/INTSERV/02
Publication date: 17 March 2020
Application deadline (midnight Geneva time): 20 April 2020


Job ID: 2645 
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


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:


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.


The position is located in the Publications Production 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.

The official performs all the duties relating to the pre-press verification and quality control of flagship, major and other high-profile ILO publications, in conformity with the in-house editing and graphics standards.

The position will report to the Head of the Publications Project Management Unit (PPM) within PRODOC.

Specific Duties

1. Copy-edit, edit, and check technical manuscripts, both on paper and electronic copy, in order to ensure accuracy, logical arrangement, readability, clarity and coherence.
2. Ensure that materials adhere to established editorial and publishing standards and conform to the policies, practices and continuity of style in serially produced publications of the Organization, as well as correct spelling, syntax, punctuation and grammar, with due regard to space limitations. Ensure that phraseology and terminology are correct, and that style is appropriate to the target readership.
3. Check cross-references within text and footnotes, as well as pagination and correlation of table of contents with listed items in a publication. Check concordance of text with texts in other official languages to ensure substantive and typographical conformity.
4. Correct proofs against pre-edited manuscripts and ensure correct page make-up, the clearness of text, illustrations and tables, consistency of presentation and use of terminology, and where applicable, conformity with other language versions as regards figures and graphic material layout.  Incorporate additional editorial alterations in successive sets of proofs until final approval for publishing. Make sure that the proposed material is in compliance with the ILO House Style Manual and the ILO branding guide.
5. Provide authors with specific information on editorial practices and the publication policy. Respond to questions from external suppliers and partners regarding proofreading and editing issues during the production process.
6. Collaborate with external parties such as UN agencies and/or related entities as well as publishing companies, printers, graphic designers and typesetters in order to constantly improve the publications production process using innovative tools in the fields of editing and publishing.
7. 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. Edit, revise and rewrite complex or technical manuscripts, both on paper and electronic copy, in order to ensure accuracy, clarity, cohesion and conformity with editorial standards and the organization’s policies and practices.
  2. Analyse text to detect and eliminate any incongruous, irrelevant or redundant material. Seek clarification on ambiguities, technical or other matters requiring further explanation with a view to resolving problems through consultation.
  3. Verify the accuracy of facts, figures, references, dates and statistics, as well as quotations, citations and translations, through research, reference sources and consultation, and ensure that the appropriate copyright rules have been observed.
  4. Distribute work to junior in-house editors and contractual editors; may check finished copy for consistency between presentations of language editions, and provide guidance to junior staff and contractual editors on matters of editorial policy, work programme or working methods.
  5. Provide authors with specific information on editorial practices and publication policy, and assist them in the preparation of manuscripts.
  6. Prepare typographical specifications for the organization’s publications, respond to questions from printers regarding proofreading, and perform final check on publications prior to sale and distribution.
  7. Prepare more complex manuscripts using customized publishing software.
  8. Attend meetings in order to assist staff of substantive units with the drafting of documentation and reports, and to provide advice on editorial matters.
  9. Edit original speeches and originals of reports for conferences and meetings. Abridge, clarify, simplify and improve their presentation and style, and verify the accuracy of references.
Required qualifications

First-level university degree in liberal arts, social sciences, journalism, literature, publishing studies, translation or interpretation.



At least five years of professional activity in editing/proofreading, writing, drafting, publishing or equivalent, or at least three years at the international level.


Excellent command of English and a working knowledge of another official language (French, Spanish) of the Organization.


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

Very good editing and drafting skills. Good knowledge of editorial standards, and typographical terms and rules.  Excellent knowledge of publication quality control and typography. Proven ability to use standard software, information retrieval tools and, as required, customized publishing software.  Ability to detect and eliminate incongruous, irrelevant or redundant material in text. Ability to clarify and obtain information regarding text being edited. Ability to persuade authors to effect or accept corrections and suggestions for improvement of content and presentation of text. Ability to respect strict production deadlines in accordance with the production process. Ability to assume responsibility for “OK for print” for the whole range of the Organization’s published material. Good knowledge and understanding of either a broader range of subjects, or a particular substantive field. Knowledge of the subject matter dealt with by the organization.

Ability to communicate effectively both orally and in writing.  Ability to prioritize jobs, to delegate to, and supervise, junior staff and contractual editors and to revise their work, sometimes under considerable pressure. Ability to work on own initiative as well as a member of a team.  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:


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


Recruitment process

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


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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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