Responsibilities

Within limits of delegated authority, the Language and Desktop Publishing Assistant will be responsible for the following duties: • Performs desktop publishing 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. • 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 assigning and monitoring the progress of work, as requested, and assists in ensuring the smooth electronic transmission and processing of documentation. • Compiles and scopes final documents against the submitted document. • Performs other modified desktop publishing functions developed through workflow reviews. • Trains and guides temporary and junior staff. • Inputs data into databases and assists in the analysis of data, as well as 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, as guided. • Provide eCorrespondence services, as required. • Collaborates with team members to effectively perform the full range of office management and administrative support functions, when required. • Responds to staff queries, maintaining attendance and keeping records, as needed. • Under supervision, provides support in identifying repetitive tasks or processes that can be automated using macros and updating and maintaining templates and models. Participates in testing macros and reports all issues. • Works effectively in in-person, remote or hybrid teams, as needed. • Undertakes cross-assignments to perform, under guidance, other language support functions, if required. • Stays available for assignments and shifts, depending on the exigencies of service, including outside normal working hours. • Provides desktop publishing and proofreading services to the Security Council, General Assembly and other bodies, when required.

Competencies

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. 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 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.

Languages

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.