Responsibilities

Within limits of delegated authority, the Language and Desktop Publishing Assistant will be responsible for the following duties: • Performs desktop publishing, page layout and/or graphic design functions, including incorporating corrections and formatting documents, as well as creating tables, graphics and organization charts, in desktop publishing formats, in accordance with existing guidelines, especially for complex documents, including publications. • Performs proofreading functions by checking successive versions of edited and translated documents against previous versions, as appropriate, in accordance with existing guidelines. • Assists the Programming Officer or equivalent in the distribution of work, including by monitoring the progress of work, and assists in ensuring the smooth electronic transmission and effective processing of documentation. • Compiles and scopes final documents against the submitted document. • Aligns bi-texts in order to support the production of high-quality translation memories and related workflow improvements. • Assists the team leader or the Chief in leading the adoption of modified working methods and procedures in the framework of ongoing modernization processes, including by acting as liaison between the staff and the management team. • Performs ad hoc modified desktop publishing functions developed through workflow reviews. • Trains staff to perform all desktop publishing, page layout and/or graphic design functions. • Collects and verifies data and assists the management team with the preparation of data presentations and reports for information-sharing, responding to queries, knowledge management, planning and decision-making. • Registers incoming/outgoing documents and processes and records all assignments in gDoc on a daily basis, when needed. • Stores final text on the relevant systems by the mandated deadline. • Conducts final verification for machine-readable documents. • Performs independently and effectively the full range of office management and administrative support functions, when required. • Handles queries, maintains attendance and keeps records, as needed. • In coordination with the team leader, creates, updates and maintains templates and models. Tests macros and reports all issues. • Provides any assistance that may be requested by the team leader or the Chief. • Provides technical support to all staff in the work unit. • At the request of the team leader, performs quality evaluations and provides feedback to contribute to the creation of a culture of accountability and two-way feedback. • Performs pre-translation functions, as needed. • Works effectively in in-person, remote or hybrid teams, as needed. • Undertakes cross-assignments to perform, under guidance, other language functions, if required. • Stays available for assignments and shifts, depending on the exigencies of service, including outside normal working hours. • Completes ePerformance evaluations as Reporting Officer, when required. • Assists hiring managers to ensure sufficient capacity to meet the requirements of the team, if needed. • Provides desktop publishing and proofreading services to the Security Council, General Assembly and other bodies, when required. • Assists and stands in for colleagues, when needed. • Performs other related work as required.

Competencies

PROFESSIONALISM: • Demonstrate knowledge of United Nations structure and rules of procedure of various organs. • Demonstrate knowledge of all aspects of the work of the Unit, including typographic standards, with special emphasis on technological applications leading to processing efficiencies, as well as proficiency in grammar, spelling, keyboarding and applicable software. • Demonstrate proficiency in United Nations terminology and editorial practices in the language of the unit. • Shows ability to enhance the skills and monitor the performance of staff within the Unit, with emphasis on change management in the area of technological innovation. • Demonstrates initiative, ability and creativity to effectively attain objectives. • 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 & 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.

Education

High school diploma or equivalent is required. Additional formal training in desktop publishing or a related field is desirable.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in desktop publishing or a related field, including draft typing, copy editing, formatting, proofreading, graphic design, and creating typographical layouts, is required. Experience in front desk operations, planning, distributing and monitoring work assignments while ensuring timely production of error-free documents is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in Spanish is required. Fluency in oral and written English is required; knowledge of another official United Nations language is desirable.