Printing and Distribution Assistant

Introduction

The position is located in the Production Management Service (PMSERV) within the Publications Production and Publishing Management Unit (PRODOC) of the Internal Services and Administration Department (INTSERV).  INTSERV is responsible for a wide range of services regarding facilities and property management, environmental sustainability, occupational safety and health, security and safety, logistics and mail services, publishing and publication production management, diplomatic privileges, travel and transport and provision of other central services. In addition to the service delivery at ILO headquarters, each unit provides expertise, advice and guidance in their respective domain to ILO headquarters and the field.  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 publishing platforms, digital production, printing, storage management, binding, distribution and sales of a wide variety of documents, publications and promotional materials. 

The incumbent will perform tasks related to physical production, document finishing and distribution activities, including stock management. The incumbent will be required to work outside normal working hours during the period of the International Labour Conference and periods of heavy workload, including night shifts.

The incumbent will work under the supervision of the Printing and Distribution Coordination Assistant.
 

Specific Duties

1.    Assists the supervisor in carrying out printing and finishing work in accordance with the established work plan.
2.    Provide information and assistance to customers, both verbally and via digital communication channels.
3.    Check and prepare incoming print files for printing, including the quantity, quality and accuracy of products delivered in accordance with production and distribution procedures.
4.    Assemble, layout, impose and check PDF files for printing. Program and produce on digital printers.  Perform binding and finishing operations. Provide assistance to in-house and temporary staff according to operational needs.
5.    Assist the supervisor in the maintenance of all printing, finishing and distribution machines. Provide technical advice on the updating and renewal of all equipment.
6.    Prepare and draft general and administrative correspondence.  Contribute to the preparation of technical terms of reference.
7.    Check and report on the condition of printing and distribution consumables. Managing orders and monitoring deliveries.
8.    Record individual job requests and upload final production files to the publication management system, ensuring accuracy of printing and finishing metadata.
9.    Prepare shipments in coordination with the ILO’s mail and shipping services.
10.    Carry out tasks related to the distribution of documents at official meetings.
11.    Perform other relevant duties assigned.
 

Required qualifications

Education

Completion of secondary school education. 

Experience

At least five years of experience in digital printing, or distribution, including in a supervisory role. 
 

Languages

Excellent command of French and a working knowledge of a second working language of the Organization.
 

Competencies

Competencies (technical and behavioural)
•    In-depth knowledge and understanding of the tasks and requirements of the job and the ability to organise the work.  
•    Ability to carry out an assignment with minimal instruction on the techniques to be applied.
•    Ability to keep records and inventories. 
•    Ability to use computers in general and the Office suite in particular. 
•    Good knowledge of digital platforms to manage customer requests, process jobs and store digital files. 
•    Proven ability to use publishing software. 
•    Competence in stock management and distribution.
•    Good knowledge of the graphics chain.
•    Understanding of publishing procedures.
•    Organisational skills and ability to guide support staff.
•    Ability to take initiative and keep abreast of new work-related techniques.
•    Ability to maintain good relations and contacts with colleagues and service providers.
•    The ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.