Printing and Distribution Administrator

Introduction

The position is located in the Production Management Services (PMSERV) within the Publications and Documents Production, Printing and Distribution Unit (PRODOC), of the Internal Services and Administration Department (INTSERV). INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport, use of public spaces and general internal services.  PRODOC is responsible for all aspects of publishing, including open access, copyright, design, editing/proofreading/quality control, digital production, and internal and external printing. The unit produces and distributes ILO official documents as well as most publications issued at ILO headquarters.
PMSERV is responsible for the printing, storage and distribution of ILO official documents and publications and for defining the related standards and good practices.  
The incumbent is responsible for administering and overseeing activities relating to printing, distribution of ILO documents and publications to be distributed and printed internally and externally. 

The position will report to the PMSERV lead.
 

Specific Duties

1.    Responsible for the production and the distribution of all printing requests received from ILO headquarters departments and units. 
2.    Process all printing orders, ensure quality control of the final products, coordinate and oversee the delivery of documents and follow up with client. Decide on print requests to be outsourced based on workload and technical constraints. Depending on the availability of the selected production partner, coordinate and organise print production and delivery with the administrative and purchasing support from the Publications Project Management Services in PRODOC.
3.    Responsible for coordinating and overseeing the services provided by the external printing service provider. Plan and coordinate the service delivery, overall workflow and administrative arrangements. 
4.    Monitor, track and report on supplier performance. Monitor performance requirements in terms of quality, schedule, budget and invoicing. 
5.    Prepare periodic analysis and statistics of the financial and production situation with regard to printing and distribution operations. Adjust and update publications information in the publications asset management system once production is finalised.
6.    Oversee financial and administrative arrangements related to the production and distribution of documentation for official meetings, in liaison with other departments.
7.    Plan and oversee the operations of internal printing, including staff, equipment acquisition and licensing. Ensure staff development according to Human Resources recommendations. 
8.    Provide input on improving work processes and make proposals to the head of unit.
9.    Develop and maintain relations with key industry players, monitor industry trends. Develop and maintain relations with relevant ILO managers. Liaise with UN agencies, contacts in networks and other relevant entities.
10.    Provide backup for sales and distribution service operations as well as daily operations with distributors.
11.    Perform other relevant duties as assigned.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1. Oversee financial, administrative, and personnel matters and prepare plan of operations for the relevant work unit.
2. Draft text and prepare budget for Programme and Budget proposals.  Participate in the preparation of project documents submitted for external funding and prepare final budgetary reports on approved projects.  Prepare other reports and documents related to programme and financial matters.  Prepare correspondence related to finance, personnel or administration.
3. Control income and expenditure and prepare periodic analyses of the financial situation.  Verify monthly accounts and take corrective action, examine requests to incur obligations in light of availability of funds.   Verify invoices and approve payments.  Issue various documents related to financial transactions.
4. Supervise financial and administrative arrangements for official meetings.
5. Liaise with other departments to settle financial and administrative arrangements.
6. Administer staff movements.  Liaise with Human Resources Development Department on recruitment.  Administer contractual agreements, especially external collaboration.
7. Control purchase, inventory and maintenance of furniture, equipment and supplies.
8. Make travel arrangements and do calculations for missions.  May undertake missions to review financial and administrative matters of projects or to participate in the organization of seminars.
9. Review and analyse project implementation and progress reports to ensure outputs are in line with objectives and to judge need for reassigning material or personnel or suggest other measures to strengthen delivery.
10. Coordinate and organise workshops and meetings.
11. Supervise the work of administrative support staff.
12. Respond to programming and administrative questions and ensure necessary follow up.

Required qualifications

Education

Advanced university degree (Master’s or equivalent) in the graphic arts, publishing, distribution, publications management or related field. A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or a related field with an additional two years of relevant experience, in addition to the experience required below, will be accepted in lieu of the advanced university degree. 

Experience

At least five years of experience in digital printing, publishing and distribution, including in a supervisory or coordination role.  Experience in supplier management required including with external service providers.

Languages

Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language of the Organization.

Competencies

In addition to the ILO core competencies, this position requires:
 

Solid knowledge of financial rules and regulations. Knowledge of administrative procedures and practices in an international environment. Ability to research and interpret various guidelines and policies for application to address difficult administrative related issues. 
Sound knowledge of the printing, publishing and distribution industry. Strong skills in the production of printed and digital documents and publications. Ability to prioritize printing jobs, allocate machine capacity and production resources to conflicting projects under considerable pressure in particular during conferences and meetings. Ability to plan, organize and oversee the implementation of effective and rational workflows. 
Solid experience in service externalisation and supplier management required.
Good knowledge in distribution, storage and inventory management
Excellent communication and interpersonal skills, ability to build and maintain relationships with key stakeholders.
Strong analytical and problem-solving skills as well as managing change. 
Ability to manage multiple projects and priorities, work under pressure. Strong organisational skills. 
Ability to work independently and as part of a team.
Computer skills – good understanding of pre-press software, Adobe Acrobat, Quite imposing and Publishing Management Asset systems 
Ability to foster a productive work environment, together with a teamwork mindset to establish and maintain effective communication with colleagues and external partners.
The ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.