Org. Setting and Reporting

This position is located at Headquarters in the Chinese Text-Processing Unit of Chinese Translation 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 Supervisor of Chinese Text-Processing Unit.

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. • Aligns bi-texts in order to support the production of high-quality translation memories and related workflow improvements. • 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. • 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. • Submits technical issues and inquiries from staff to the related helpdesk. • 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. • Makes effective use of relevant language technologies and tools, and shows willingness to learn new software, as needed. • Assists and stands in for colleagues, when needed. • Performs other related work as required.

Competencies

Professionalism: Knowledge of editorial practices and desktop publishing, including typographic standards. Proficiency in the language of the unit and in United Nations terminology. Knowledge of United Nations structure and rules of procedure of various organs, including documents production system. 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 limitation 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. Additional formal training in desktop publishing or related field is desirable.

Job – Specific Qualification

Not available.

Work Experience

A minimum five years of experience in desktop publishing or a related field, including draft typing, copy editing, formatting, proofreading, creating typographical layouts, info-graphics design and editing, database management, writing is required. Experience with documentation processes of the United Nations or a similar international organization is desirable. Knowledge of general office and administrative support is desirable. One year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, candidates must have Chinese as their main language. Fluency in oral and written 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. 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. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. If the selected candidate/staff member does not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities. Passing the Verbal Reasoning Test (VRT) 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 VRT 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.

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. 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 carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.