Assistant Text Processing Supervisor

Introduction

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

Education

Completed secondary or commercial school.

Experience

At least five years’ experience in text processing.

Languages

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

Competencies

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.