Publications Officer - SwedenPublications Officer - Sweden

Context

International IDEA’s publications are one of the key components of the organization’s public identity. International IDEA produces a variety of publications, both print and electronic, each aimed at achieving particular objectives and each targeted at specific audiences. The Institute’s publications include handbooks, reports, policy papers, policy briefs, discussion papers and conference reports. International IDEA’s knowledge products are published in many languages, but the main languages are Arabic, English, French and Spanish.

The Publications team is a small team of three people where some the of the responsibilities are shared with other team members. The job requires a lot of flexibility; ability to meet deadlines and work in a dynamic environment; and being able to work independently but also collaborate with other team members.

In this context, there is a need for project management of the publications production process which includes English publications and translations into mainly French and Spanish, as well as quality control, proofreading and uploading of publications to International IDEA’s website.

The Publications Officer will manage the production of designated International IDEA publications, working closely with colleagues in Global Programmes, our regional offices and with external providers, managing multiple projects at different stages of the production cycle. S/he will also manage and update International IDEA’s publications production archive, as well as provide relevant statistical reports on the use and downloads of International IDEA publications. In addition, the incumbent will provide the Publications team and Communications team with graphic design for print, web and social media.

Duties and Responsibilities

• Manages as individual projects the production of each assigned publication, providing timelines for copyediting, layout, proofreading and publishing (digital or in print). Obtains quotes from external providers and liaises with programme staff on contract issues for the different stages of production;
• Typesets in International IDEA’s single-source publishing platform (Typefi) in English, French and Spanish;
• Contributes to the procurement of consultancy services for different stages of the production process;
• Prepares tender documents in cooperation with the Publications Manager and leads tender processes for institutional procurement of editing, translation and design services;
• Liaises with programme staff and external providers on the different stages of the production process;
• Designs the layout of covers and shorter publications in Adobe InDesign based on existing templates;
• Responds to internal and external copyright requests, in cooperation with the Publications Manager;
• Designs graphs and figures in Adobe Illustrator or InDesign for International IDEA publications and communications material;
• Supports the Communications team with graphic design, including social media content laid out in InDesign, based on content from International IDEA publications and databases;
• Edits photos and images in Adobe Photoshop;
• Updates the publications section of International IDEA’s website as required, ensuring that metadata, images, PDFs, blurbs and other materials are uploaded in a consistent manner;
• Manages updates to the Editorial Standards in French and Spanish (with the support of external providers);
• Manages and updates the publications’ archive;
• Collects data on the use of International IDEA publications (including user surveys and user needs analysis)
• Contributes to further improvements of the production process for translations;
• Provides support to the internal Knowledge Product Approval process, in cooperation with the Publications Manager;
• Represents International IDEA at international book fairs and other events.
  

General Profile

• Requires in-depth knowledge, excellent skills and relevant experience in production, publication and dissemination processes, quality control and proofreading;
• Will contribute significantly to assigned projects; will lead meetings and discussions, supervise publications and review input from external providers; Is recognized as a knowledge resource in her/his broad professional community;
• Can work with minimal guidance and supervision;
• Adds value to team-based activities in her/his unit; collaborates with other entities of the Institute;
• Acts as a model or mentor for less experienced colleagues;
• Can be expected to travel globally to any geographical area involved in her/his projects;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Publications Manager

Education and Experience

• University degree in publishing, communications, political science or a related subject;
• Minimum of five (5) years professional experience in publication production processes and editorial systems, preferably in the development field;
• Advanced user of Microsoft Office, Adobe Acrobat, Adobe InDesign, Adobe Illustrator and Adobe Photoshop and other relevant publishing tools;
• Experience working with XML/HTML workflows (single source publishing platforms) is an asset;
• Experience in project management of publications processes;
• Experience handling copyright issues related to publications production;
• Strong interest in the practical and theoretical aspects of democracy and its role in development, human security and international relations.
• Experience in editing material for a range of traditional media and audiences, and for web and social media resources would be an asset;
• Excellent command of spoken and written English; knowledge of Spanish, French, Portuguese and/or Swedish an asset;
• Experience of working in an international context, e.g. in an intergovernmental organization, is considered an advantage.

Terms of Contract:

• International Post
• Two (2) years fixed-term appointment
• Remuneration - EUR 4 623 NET per month + benefits

Applying for this position:

• Applications should be submitted no later than 23:59 (CET) 17 May 2022.
• Please note that all applications must be made in English.

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality