Production Coordinator

VN Category (INT / EXT / EOI):

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

The Secretariat of the WTO is seeking to fill the position of Production Coordinator, Print & Distribution Services in the Graphic & Event Design, Print & Distribution Section (GEDPD) of the Language & Documentation Services Division (LDSD).

This is an External Vacancy Notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

General Functions

Working in the Print & Distribution Services (PDS), under the supervision of the Team Leader, the incumbent will have the following responsibilities:

1. Act as a focal point for coordinating requests for business cards, official documentation, special documents, and publications.

2. Prepare appropriate documentation for distribution, including address labels, in accordance with subscriber access rights.

3. Maintain print and distribution databases, and help prepare statistics or reports, on request. 

4. Complete the 'IN/OUT' and invoicing steps for processing publications to ensure that the inventory (stock) is correct.

5. Assist in developing and maintaining User Guides for the PDS Team related to print and distribution services.

6. Assist the Team Leader in monitoring the expenditure for print and distribution services and performing the annual inventory of publications stock. 

7. Participate in preparing purchase requests, client's terms of reference, invitations to tender, and framework contracts to help source outside companies, as needed.

8. Participate in other Section activities, as needed.

REQUIRED QUALIFICATIONS

Education:

Completion of secondary education. Certification and/or training in Project Management is an advantage.

Knowledge and Skills:

Technical skills:

General knowledge of office work, preparing summary records, statistics, reports, and terms of reference.

Proven experience maintaining print and distribution databases (e.g., Oracle or equivalent).

Knowledge of inventory management (e.g., managing stock).

Excellent MS Office application skills (Word, PowerPoint, Excel, Outlook, Teams, and OneNote) with a strong understanding of project management tools (e.g., Trello or equivalent).

Experience creating and maintaining User Guides for staff.

Experience managing projects related to publications, design, and printing would be an advantage.

Familiarity with a production environment would be an advantage.

Behavioural skills:

Excellent communication and interpersonal skills; ability to work as part of a team; ability to work under pressure, multitask and adhere to strict deadlines; ability to work harmoniously in a multi-cultural environment and to show tact and discretion; ability to take initiative and work independently or as part of a team; highly adaptable.  

Work Experience:

Minimum three years' relevant experience, including inventory management.

Languages:

Excellent English is required, including the ability to draft accurately, concisely, and rapidly (at a level corresponding or equivalent to a minimum of C1 according to the Common European Framework of Reference for Languages (CEFR)). Proficiency in spoken and written French is also required (equivalent to a minimum of B2 according to the CEFR).

Additional Information:
 
Only applications from nationals of WTO Members will be accepted. 

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

For non-entry level positions, the position may be offered at a lower grade if the selected candidate does not fully meet all the required qualifications. 

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks. 

Applicants may be required to sit a written examination. 

Applicants will be contacted directly if selected for an interview. 

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement. 
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED. 
The WTO is a non-smoking environment.