Publications Planning Officer
Vacancy no.: RAPS/3/2020/INTSERV/01
Publication date: 03 November 2020
Application deadline (midnight Geneva time): 04 December 2020
Job ID: 4382
Organization Unit: PPM
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 firstname.lastname@example.org.
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: https://jobs.ilo.org/content/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.
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 publications at ILO headquarters, including flagship and major publications.
The position is located specifically in the Publications Project Management Unit (PPM) within PRODOC responsible for planning, coordination, project management, purchasing and quality assurance for ILO flagships, major and other publications entrusted to PRODOC.
The incumbent will provide project management support, assistance in overall planning and coordination during the entire publication production cycle of the various products. He/she will also analyse and categorize incoming requests; support quality assurance of end products and during the production process in regards to branding and publication standards.
The position reports to the head of the PPM unit.
- Participate in the preparation of the annual production workplan of flagship and other major reports and provide inputs for the optimum use of resources.
- Monitor, analyse and categorize incoming publication production requests and submit a draft workplan to management for decision.
- Register ILO publications metadata in the publishing system ensuring accuracy at all stages of the production process.
- Engage with clients throughout the production process on matters of content, functionalities, layout, structure, quality requirements and deadlines to ensure mutual understanding. Respond to client queries, identify issues and propose and track corrective action. Carry out final quality control of documents before final publication, ensuring adherence to specifications and publication branding standards.
- Provide first line response to branding queries and escalate to technical PRODOC experts for follow-up when required.
- Monitor and analyse budgetary and purchasing activities with a view to ensuring cost effectiveness and adherence to the ILO’s environmental policy.
- Collect information and prepare regular progress reports on complex publishing workflows. Monitor the efficiency and effectiveness of work methods and processes and make recommendations for improvements. Draft corresponding guidelines and standard operating procedures. Keep abreast of changes to applicable standards and share knowledge and provide guidance to staff.
- Keep informed of best practices and developments in technology and innovations in the digital publishing production field. Prepare cost-benefit analyses to inform management decision-making.
- Perform other relevant duties as assigned.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
- Obtain, gather, assemble and develop databases on personnel, budget, financial and other administrative information and documents.
- Participate in the organization of conferences, seminars and meetings.
- Monitor activities and resources and update information.
- Maintain records of obligations and expenditures.
- Prepare periodic reports on administrative matters.
- Assist in the administrative backstopping of projects and participate in the development of project proposals.
- Prepare budget estimates and expenditure forecasts and propose allocation changes with justifications.
- Prepare progress reports on status of projects and work unit’s plan of activities.
- Supervise the work of administrative support staff.
First level university degree in publishing, graphic arts management, visual communication or a related field.
At least two years of experience in graphic arts or/and the publishing environment.
Excellent command of one official language (English, French, Spanish) of the Organization and a working knowledge of another official language.
In addition to the ILO core competencies, this position requires:
Knowledge of financial rules and regulations. Knowledge of the Office’s policies, administrative procedures and practices. Good drafting and communication skills, computer applications skills, organisational skills, knowledge of the work unit’s operations, objectives and technical field and ability to analyse administrative records and financial data. Knowledge of project management planning and scheduling in the publishing industry, including digital publishing and graphic design. Knowledge of the different steps and actors in a publication process and understanding of the interdependencies. Good understanding of publishing standards and branding compliance. Ability to support multiple projects and to deal with changing priorities in an environment with strict deadlines. Good analytical skills with attention to detail and precision. Ability to work on own initiative as well as a member of a team. Ability to carry out assignments in accordance with instructions and guidelines. Effective client oriented behaviour. Ability to work cooperatively and to communicate technically complex information in a clear manner to different stakeholders. 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: https://jobs.ilo.org/content/International/
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 email@example.com
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at https://jobs.ilo.org/. 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 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.