Publications Planning Officer

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. 

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1. Participate in the preparation of the annual production workplan of flagship and other major reports and provide inputs for the optimum use of resources. 
2. Monitor, analyse and categorize incoming publication production requests and submit a draft workplan to management for decision. 
3. Register ILO publications metadata in the publishing system ensuring accuracy at all stages of the production process. 
4. 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. 
5. Provide first line response to branding queries and escalate to technical PRODOC experts for follow-up when required. 
6. Monitor and analyse budgetary and purchasing activities with a view to ensuring cost effectiveness and adherence to the ILO’s environmental policy. 
7. 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. 
8. 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. 
9. Perform other relevant duties as assigned. 
    

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

1. Obtain, gather, assemble and develop databases on personnel, budget, financial and other administrative information and documents.
2. Participate in the organization of conferences, seminars and meetings.
3. Monitor activities and resources and update information.
4. Maintain records of obligations and expenditures.
5. Prepare periodic reports on administrative matters.
6. Assist in the administrative backstopping of projects and participate in the development of project proposals.
7. Prepare budget estimates and expenditure forecasts and propose allocation changes with justifications.
8. Prepare progress reports on status of projects and work unit’s plan of activities.
9. 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.