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Assistant Text Processing Supervisor


  • Organization: ILO - International Labour Organization
  • Location: Geneva
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Managerial positions
  • Closing Date: 2023-02-07


Grade: G5 

Vacancy no.: GENEVA/GS/2022/09

Publication date: 21 December 2022
Application deadline (midnight Geneva time): 31 January 2023


Job ID: 10313 
Department: RELMEETINGS 
Organization Unit: OFFDOC/E 
Location: Geneva   
Contract type: Fixed Term 


The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.


The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • Other staff members with at least five years of continuous service with the Office are also eligible. They are encouraged to apply and will be given special consideration at the screening and evaluation stage. 
  • External candidates *


The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to


Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.


*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 75 384 CHF yearly.


The position is located in the Official Documents English Translation Unit (OFFDOC/E) in the Department of Official Meetings, Documentation and Relations (RELMEETINGS). There are seven language Units in RELMEETINGS that provide language services in the ILO official languages (English, French and Spanish) and the working languages (German, Russian, Arabic and Chinese). 

The OFFDOC/E Unit is responsible for the editing, translation and revision and text processing of all official ILO documents into English, including those submitted to the International Labour Conference (ILC), the Governing Body (GB), Regional Meetings and Experts and Technical Meetings, as well as documents produced by the Office of the Director-General. 

The main role of the position is to process a variety of documents and to provide support and guidance during official meetings.                             

The position will report to the Head of OFFDOC/E. 


Specific Duties

1.Format and produce official documents of varying complexity in accordance with the ILO house style manual and using the appropriate template. Import and reformat complex statistical tables, graphics and diagrams from various sources. 
2.Conduct final checking/reading of documents prepared by the Unit to ensure their consistency with the original (for example, paragraphs, tables, figures, footnotes) and with the work carried out by the other units concerned. 
3.Provide support to the translators in the context of the future development of computer-assisted translation and terminology tools and templates.
4.Upload official documents to the web content management system (Web check-in) and create the necessary links to post them to the GB website (Web linking) prior to and during GB sessions.
5.Assume a lead role and provide advice and guidance to team members and temporary staff during meetings and conferences (i.e., GB, ILC, regional and sectoral meetings), in accordance with standard rules and procedures.
6.Provide assistance and input to the regular updating of the ILO house style manual and the instructions for the preparation of documents and use of templates. Update standard templates and contact the Information and Technology Management Department when specific modifications or updates are required.
7.Perform other relevant duties as required.

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

Generic Duties

1.  Assist the unit supervisor in the discharge of all duties and distribute work to be typed and choice of method of presentation.
2.  Co-ordinate work within the unit and with the other units of the section.
3.  Supervise work in progress. Check completed work.
4. Control application of working methods. Participation in the organization of typing tests.
5.  Train new text processing operators.
6.  Participate in text processing work of the unit.
7.  Prepare statistics of the output of the unit.

Required qualifications


Completed secondary or commercial school.


At least five years’ experience in text processing.


Excellent command of English. Working knowledge of at least one of the other two official languages (French, Spanish) of the Organization.


In-depth knowledge of advanced functions of document production software (for example, Word, Excel, PowerPoint, Adobe Acrobat DC). Knowledge of software for monitoring and executing assigned tasks (Job Tracking Software). Ability to work as part of a team. Some knowledge of supervisory skills. Tact in dealing with teams and clients. Knowledge of rules governing house style and presentation of documents. Ability to remain calm when working to meet deadlines. Ability to work for extended periods during conferences and official meetings. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.


Recruitment process


Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. 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 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.


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.