EDITORIAL ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting

This post is located in the Regional Disarmament, Information and Outreach Branch in the Office for Disarmament Affairs. The incumbent reports to the Senior Editorial Assistant under the overall supervision of the Chief of the Branch and the Head of Information and Outreach.

Responsibilities

Under the direct supervision of the Senior Editorial Assistant, the Editorial Assistant will be responsible for the following:

1. Takes charge of overall technical production of the Office’s print and electronic publications: • Typesets publications using Adobe InDesign; performs graphic design work (designs cover artwork, book layout and infographics) using Adobe Illustrator and Canva; selects photos and edits them using Photoshop; produces the camera-ready proofs for reproduction and the PDF for posting online using Adobe InDesign and Acrobat Professional. • Performs editorial work: Undertakes expert proofreading, continuity checking (comparing typeset copy against approved manuscript), onscreen editing, scoping and other editorial tasks as required; ensures typographical accuracy in conformity with United Nations editorial rules and style; • Screens documents and sales publications submitted for editing in order to ensure compliance with submission standards and regulations; provides author departments/divisions with specific instructions on correct format and submission procedures as necessary • Discusses layout requirements, design and other publication specifications with the editor and author branches of publications for typesetting; ensures that any illustrations, graphs/infographics, maps, legends, photos and captions comply with submission standards; provides author branches with specific instructions on correct format and submission procedures as necessary. • Ensures that outgoing texts are submitted correctly to, and coordinates with, the external proofreaders, translation services, text-processing units or reproduction section/external printers; prepares special processing instructions as necessary; registers jobs in the electronic document-tracking system (g-Doc); coordinates with other departments and vendors for maps and infographics design, sales requirements, e-book conversion, and external printing. • Prepares electronic versions of texts to be edited in accordance with established formats for posting online. • Provides technical assistance to editors; liaises with editors to ensure that all editorial changes are reflected in electronic texts; clarifies and finalizes changes ensuring that any additional revisions are included in final, camera-ready versions; keeps all concerned informed of changes in processing schedules; ensures that all editorial changes are reflected in print and electronic texts. • Independently responds to queries from author departments, translators and text-processing units concerning documents submitted for processing.

2. Designs and produces information materials for the Office websites and social media posts: • Creates visual information and outreach material using Adobe Illustrator or Canva; produces/coordinates production of print copies • As needed: creates and edits videos using Adobe Premiere Pro or Animaker; designs websites and web pages, as needed, using Adobe XD;

3. Maintains the online First Committee Resolutions and Decisions Database: • Enters data in a timely manner, researches data sources, monitors First Committee documentation and their release schedules, requests documents from other departments, as needed.

4. Performs general office management functions for the Branch: • Compiles monthly, quarterly and yearly statistics on the output of the Branch; prepares other statistical reports as required by the Chief of Branch • Contributes to the Branch’s administrative support, including the convening of meetings (e.g., assistance in INDICO and g-Meets); coordination of inputs to various products; drafting and processing of correspondence and other communications; assistance with travel and procurement actions in UMOJA • Trains and supervises junior staff in the performance of clerical and basic administrative functions, as appropriate. • Organizes and oversees the maintenance of the Branch’s reference collection of UN documents, publications and other reference materials. • Carries out other tasks requested by the Chief; covers other General Service staff functions when the staff members are absent on annual or sick leave.

Competencies

Professionalism: Knowledge of typesetting best practices; the UN editorial policies and practices; the Editorial, Terminology and Reference Service and the roles of related services/sections. Knowledge of graphic design and typography principles. Ability to research and organize information required, including for the preparation of statistical reports. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in desktop publishing and typesetting is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.

At least a basic level of experience in graphic design is required.

Knowledge of video editing, web design, or the use of travel, vendor and procurement functions in Umoja or similar ERP system is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.