Senior Project Assistant (Publication)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

PURPOSE OF POSITION

The International Agency for Research on Cancer (IARC), is the cancer agency of the World Health Organization (WHO) and is based in Lyon, France. The objective of the IARC is to promote international collaboration in cancer research.

The Evidence Synthesis and Classification Branch (ESC) produces the WHO Classification of Tumours, the IARC Monographs on the Identification of Carcinogenic Hazards to Humans, and the IARC Handbooks of Cancer Prevention. For each volume, IARC convenes international, interdisciplinary Working Groups of expert scientists to systematically review the pertinent scientific literature and to develop consensus evaluations and classifications. IARC selects these experts based on their knowledge and experience and the absence of real or apparent conflicting interests

The aim of the position is to oversee project assistance for the production of the IARC Monographs on the Identification of Carcinogenic Hazards to Humans and the IARC Handbooks of Cancer Prevention. In addition, the incumbent serves as the main focal point for production of the IARC Monographs, including but not limited to scheduling internal meetings according to planned workflows; monitoring deadlines and updating tracking progress; dealing with all aspects of formatting, quality assurance, revision, reproduction, and distribution of drafts. Responsibilities also include maintaining the website for the IARC Monographs, overseeing project assistants updating Handbooks website, and related activities.

DESCRIPTION OF DUTIES

1. Act as the main technical contact for all aspects of IARC Monographs production and manage the work of the project assistants responsible for similar functions in the Monographs and the IARC Handbooks.
2. Serve as lead project assistant for the production of individual monographs, including but not limited to:

• Developing a project timeline and deadlines with the responsible officer;
• Enabling access by involved parties (e.g., Working Group members, Representatives, and Observers) and IARC Secretariat members to documents and management tools (setting up, connections and trouble-shooting);
• Making sure peer review questionnaires are up-to-date; organizing and coordinating the peer-review cycle of working papers, forwarding review comments to authors;
• Proactively monitoring deadlines for writers and peer reviews, using the tracking board to monitor progress of each step (checking, editing and layout) based on publication planning, and sending reminders in a timely manner;
• Helping the responsible officer to organize the scientific checking before and after Monographs meetings.

3. Follow up on documents before, during, and after Monographs meetings from first drafts to final versions for publication in print and online, using available publishing software and tools to format (or coordinate the formatting);
4. Undertaking quality assurance through revision, reproduction, and distribution of successive drafts before and after each meeting.
5. Assist in identifying suitable cover images for each monograph and in obtaining copyright clearance for all copyrighted materials to be published.
6. Scrutinise original figures as needed to meet publication standards of IARC and WHO.
7. Once all steps are completed, insert corrections, designs, figures, charts, chemical structures and reaction paths, formatting final copies prior to submission to scientific officers for final review.
8. Suggest deadlines and report on production schedule and possible bottlenecks to the Head of Programme to identify solutions.
9. Upon final approval, process texts for production, including covers, checking layouts, exporting into XML dealing with issues with programming codes, prior to preparing files for online publication and printing, liaising with printers as required.

10. As assigned, maintain the IARC Monographs website, including but not limited to regularly posting new and updated information, meeting announcements, lists of classifications, summaries and evaluation, and PDF files.

11. In collaboration with the IARC web team:

    1. Design and develop new webpages as required.
    2. Keep abreast of improvements in technologies and industry practices to:
12. • Allow the adaptation of IARC Monographs web content to mobile devices, databases, provide suggestions to make content accessible for all.
    • Attend training sessions and self-training; train staff in documents preparation and use of publishing and other software.
13. Supervise the project assistant(s) responsible for the IARC Monographs and Handbooks production:
    • Oversee and coordinate the project(s) scope of IARC Monographs and Handbooks production, including to coordinate and distribute the work of the production assistants involved in producing the IARC Monographs and Handbooks.
    • Offer training and guidance to the production assistant(s) involved in producing the Monographs and Handbooks.
14. Assume lead responsibility to organize and publish the triannual IARC Monographs newsletter, coordinating the work of other production assistants, creating the layout, and tracking the editorial assignments for new content. As assigned, develop posters and communication materials under the supervision of the IMO scientists (e.g. scientific posters, Prezi dynamic presentations, flyers, etc.).
15. Document production processes and workflows, including developing and updating guidelines, processes, best practices and Standard Operating Procedures (SOPs).
16. Perform other related responsibilities as assigned in his/her area of expertise, including replacing and backstopping others as required.

COVID-19 MEASURES

Due to the evolving situation resulting from the Covid-19 pandemic, and depending on work requirements, this position may be partly occupied remotely, from the home of the candidate selected in the region Lyon, according to the teleworking clause for force majeure currently in force as part of the IARC teleworking policy during this pandemic period.

WHO COMPETENCIES

• Teamwork.
• Respecting and promoting individual and cultural differences.
• Communication.
• Technical expertise.
• Producing results.
• Creating an empowering and motivating environment.

SKILLS

Essential:

1. 1. Demonstrated organizational skills and ability to deliver results within assigned timelines.
   2. Strong interpersonal communication and drafting skills.
   3. Demonstrated proficiency in the use of standard Microsoft Office applications.
   4. Capacity and willingness to maintain effective work dialogue in a multicultural environment/team with sensitivity and respect for diversity and to establish effective working relationships at all levels.
   5. Ability to work in a fast-paced environment while keeping the focus on work quality and attention to detail.
   6. Demonstrated skill in creating technical publications with the following software tools: InDesign, Adobe Pro, Photoshop, reference-manager software (e.g., EndNote), XML-based publishing software (e.g., eXtyles, Typefi)
   7. Skills in using web design software, such as WordPress.

Desirable:

1. 1. Skills in developing or working with technical or scientific publications.
   2. Skills in developing scientific presentations using tools like MS-Powerpoint and Prezi.
   3. Demonstrated skill in working with scientific publication software and tools such as ChemWindow and RedCap.
   4. Skills in using project management and other publication software tools, such as Trello, Jiri, FileDepot, GitLab
   5. Familiarity with preparing XML packages for submission to NCBI Bookshelf

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Completion of a secondary school education, plus two to three years of specialized training in project management, mass communication and/or general administration.

Desirable: Formal project management, media/publishing software related certifications or trainings from recognized providers such as Adobe, Microsoft Publisher, Affinity, Inera, Typefi, etc. Relevant diploma (such as BTS, DUT).

PROFESSIONAL EXPERIENCE

Essential: Minimum of 5 years of progressive administrative and project office work experience part of which is in a library or publishing institution, and experience of word processing of large, complicated documents using specialized publishing software packages.

Desirable: UN experience or experience in international, inter-governmental work setting with a sound knowledge of rules, practices, and procedures. Experience supervising others in the area of technical publications.

USE OF LANGUAGE SKILLS

Expert knowledge of English is essential. Working knowledge of French is desirable.

OTHER SKILLS (IT SKILLS)

Excellent knowledge of Microsoft 365 package and other related publishing software and tools, as described above.

REMUNERATION

The fixed remuneration for the above position currently amounts to EUR 3,544 per month, and is expressed net of income tax but before deduction of the employee share contributions for mandatory participation in the United Nations Joint Staff Pension Fund (UNJSPF) and in the Organization’s private insurance plans covering health, accident, illness and disability.

Other benefits include different types of leave and allowances for dependent family members.

Employment status is that of an international civil servant.

Note: due to the legal status of WHO/IARC as an international organization, its staff do not contribute to and do not generate benefits in French mandatory schemes for health insurance (“assurance maladie”), pension (“assurance vieillesse/retraite or unemployment (“Pôle-Emploi”) throughout their period of employment with the Agency.

ADDITIONAL INFORMATION

• This post is subject to local recruitment and ideally, will be filled by persons residing in the local commuting area of Lyon.
• We only accept applications submitted via our online recruitment tool (applications for this position should be filled out in English and include a cover letter in English). Application profiles should include the details of all work experiences to date (including paid internships).
• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and/or presentation may be used as a form of screening.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. IARC/WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• Any appointment/extension of appointment is subject to IARC/WHO Staff Regulations, Staff Rules and Manual.
• For information on IARC’S operations please visit: www.iarc.fr
• IARC/WHO is committed to workforce diversity.
• IARC/WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• IARC/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Applications from women are encouraged.