Printing and Distribution Clerk

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Job Description

The position is located in the Production Management Services Unit (PMSERV) within the Publications Production Unit (PRODOC) , which is part 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. It produces and distributes ILO official documents as well as most publications issued at ILO headquarters. PMSERV is responsible for digital publishing, printing and distribution services.
The incumbent is involved in the production of documents and publications using digital printing equipment, finishing and distribution activities and inventory management.
The position reports to the Printing and Distribution Administrator.
Specific Duties:
  • Handle individual requests, staff the physical reception desk of PMSERV and provide clients with standard information on administrative and technical matters.
  • Register individual job requests, archive final production files in the publishing system and update inventory data.
  • Perform assembly, layout and imposition tasks and check PDF files for printing. Programme and produce on digital printers; this includes managing large format printing.
  • Perform binding and finishing operations.
  • Carry out standard quality checks before, during and after production, in accordance with production and inventory management procedures.
  • Operate and maintain printing and mailing equipment in good working order. Contact suppliers’ helplines when necessary. Keep supervisor informed of the status of stocks of printing and mailing supplies.
  • Provide technical assistance and training to support staff. Assist with the installation of new equipment, machines and software.
  • Receive documents produced by external suppliers and prepare requests from author departments.
  • Prepare diplomatic pouches and mail items in coordination with the loading bay and mail units.
  • Carry out tasks related to the distribution of documents at official meetings.
  • Update distribution lists.
  • 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:
  • Maintain a list of work done and condition of equipment and keep inventory of material.
  • Assemble all original text files and image files to be imported into software.
  • Archive documents and files on computer.
  • Run first proofs for finalization and approval.
  • Undertake all duties related to binding, cutting, folding, stapling and other finishing operations.
  • Operate, troubleshoot and maintain the machines that perform the above tasks.
  • Report to supervisor on the maintenance and repairs of machines.
Required qualifications:
Education:
  • The incumbent must have completed secondary education.
Experience:
  • Four years of relevant experience. Experience in logistics and printing within a UN organization would be an asset.
Languages:
  • Excellent command of one working language (English, French or Spanish) of the Organization.

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6 months ago

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