Document Services Coordination Officer

The position is located in the Document Coordination and Translation Support Unit (DCU) of the Official Meetings, Documentation and Relations Department (RELMEETINGS). DCU is responsible for planning and coordinating all activities related to the processing of official documents as well as for coordinating the management of ILO terminology. It is the single point of entry and delivery for all official documents submitted for processing in the seven Language Units (English, French, Spanish, Arabic, Chinese, German and Russian) and the focal point for any communication related to those processes.

The position is responsible for coordinating the logistics in relation to the processing of official documents, preparing documents for translation, ensuring alignment with service requirements and procedures and servicing official meetings. 

The position reports to the Head of DCU.

1. Brief author units on document service requirements and procedures and follow-up on document preparation activities providing relevant advice to the persons concerned. Participate in the establishment of timelines for the submission of documents by author units. 
2. Verify that the documents received from author units comply with the established requirements. Check texts for completeness and systematically organize all multilingual source material received from author units before sending them on for processing, in order to facilitate reference, editing, and translation work. Make detailed comparisons of the versions and ensure that only the master documents are distributed for processing.
3. Prepare documents in order to provide translators with all the information required to carry out their work. This involves searching for references available in the relevant target languages, as well as analysing the texts with applicable computer-assisted translation tools to determine which parts, if any, have previously been translated and identify existing terminology. Prepare workflows in the workflow management system.
4. Ensure the communication of all relevant information concerning each document among author units and all actors involved in its processing.
5. Carry out final quality control of documents before sending them for publication; ensure consistency of trilingual versions and accurate introduction of corrections in each language.
6. Webpost documents in the Web Content Management System (WCMS) and update the pages of the Governing Body, International Labour Conference and Regional Meetings websites.
7. Coordinate requests from technical departments during meetings; provide guidance to organize work schedules of the teams concerned.
8. Regularly update the ILO’s terminology database (ILOTERM) and prepare multilingual glossaries.
9. Prepare trilingual training guides and guidelines on work methods and procedures, update them periodically and provide training in English, French and Spanish.
10. Perform other relevant duties as assigned.

First level university degree in languages, administration or other relevant fields or technical university diploma in a related field supplemented by two years of professional experience in the technical field.

At least two years of professional experience in multilingual document workflow management.  Experience in the use of computer-assisted translation and terminology (CATT) tools would be an asset.

Excellent command of one official language (English, French, Spanish) of the Organization and a working knowledge of the other two official languages of the Organization. A knowledge of other working languages of the Organization would be an asset.

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

Technical competencies - Good knowledge of terminology. Ability to plan and organize work. Ability to present information in readily understandable forms. Knowledge of and experience with utilizing computers including word processing and database software. Ability to use computer-based information tools. Ability to guide and train lower level staff. Ability to communicate effectively both orally and in writing. Ability to work on own initiative as well as a member of a team. Familiarity with research techniques for translators.

Behavioural competencies - Ability to work quickly, accurately and calmly under time constraints. Tenacity. Excellent interpersonal skills, Willingness to share knowledge and information. Ability to promote harmonious working relations. Active interest in new developments in data and workflow systems, particularly in the field of translation and document production. Commitment to continuous learning and developing new skills. The ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.