editorial assistant New York, NY
Job description
This position is located at Headquarters in the English Text-Processing Unit, English Translation and Editorial Service, Documentation Division, of the Department of General Assembly and Conference Management (DGACM). The Documentation Division facilitates the deliberation and decision-making processes of intergovernmental and relevant expert bodies and United Nations conferences by providing efficient and effective conference servicing support while ensuring effective multilingual communication and the equal treatment of all official languages. The incumbent reports to the Senior Editorial and Desktop Publishing Assistant in the English Text Processing Unit.
Responsibilities- Produces camera-ready documents for reproduction by typing, transcribing, incorporating corrections and formatting documents, as well as creating tables, graphics and organizational charts, in desktop publishing layout, in accordance with existing guidelines, in addition to preparing publication in relevant software as needed for reproduction in hard copy and electronic dissemination.
- Performs proofreading functions to ensure that processing changes have been accurately incorporated, in consultation with the responsible person, as necessary, by checking successive versions of edited and translated documents against previous versions, as appropriate, including by checking the final version against the submitted original manuscript, in accordance with existing guidelines.
- Ensures, in accordance with existing guidelines, that:
(b) Numerical data have been correctly transcribed;
(c) Obvious errors, discrepancies or incongruities as to content, format and typography have been corrected.
- Compiles and scopes complex and large documents against the original text, according to required format.
- Participates, as a member of a team, in the production of parliamentary and miscellaneous documentation, supplements and sales publications, by preparing desktop publishing layout of the final product, in the relevant language, for reproduction in hard copy and electronic dissemination.
- Compiles submitted corrections and edits documents in relevant language, according to required format.
- Stores final text on the United Nations Official Document System (ODS).
- Facilitates access to parliamentary and miscellaneous documentation through PDA web-based tools.
- Aligns bi-texts in order to support the production of high-quality translation memories for computer-assisted translation (CAT), machine translation (MT) and related workflow improvements.
- Performs other modified text-processing functions developed under related workflow reviews and new workflow process as needed.
- Under the guidance of the Supervisor and Assistant Supervisor, creates, updates and maintains macros, templates and models as needed.
- Trains and guides temporary and new staff, in the processing of basic and more complex documents.
- Assists and replaces the Assistant Supervisor, when needed. Takes charge of a shift as required.
- Provide eCorrespondence services, as required.
- Rotates on day and noon shifts, after-hours and weekend work shifts, as needed.
- Stays available for overtime and on-call assignments, depending on the needs of service.
- Provides text processing services to other departments, when required.
- Performs other related work as required.
Professionalism: Knowledge of editorial practices and desktop publishing, including typographic standards. Knowledge of United Nations structure and rules of procedure of various organs, including documents production system or that of a similar international organization. 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.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
High school diploma or equivalent is required.
Work ExperienceA minimum five years of experience in desktop publishing, including copy editing, formatting, proofreading and creating typographical layouts is required.
Experience with documentation processes of the United Nations or a similar international organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the posts advertised, fluency in English which must be the candidate’s main language, is required.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency based interview.
Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the English Verbal Reasoning Test (EVRT) is a prerequisite for recruitment consideration for the Editorial and Desktop Publishing Assistant positions in the United Nations Headquarters. Applicants who have not passed the EVRT at the time of application may be invited for the test after submitting an application.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
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.
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.
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.
