Posting Title:Production Assistant, G6
Department/Office:Department for General Assembly and Conference Management
Duty Station:VIENNA
Posting Period:09 December 2019 – 07 January 2020
Job Opening Number:19-Conference Services-DGACM-128046-R-Vienna (O)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The incumbent is a team member of the Electronic Publishing Unit (EPU), located in the English, Publishing and Library Section (EPLS), Conference Management Service, Division for Management, United Nations Office at Vienna. The Unit is responsible for copy preparation, media production, and proofreading. The Production Assistant will work under the direct supervision of the Chief of EPU.

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Within limits of delegated authority, the Production Assistant will be responsible for the following duties:
• Review all material submitted to EPU for processing and ensure material is assessed for suitability and completeness. Advise submitting offices of modifications or additional material required to bring material into line with United Nations editorial and publishing standards.
• Establish priorities within the deadlines given in the Documents, Conference and Production Management System (DCPMS) for all work in the Unit; when necessary, negotiate different deadlines with Documents Management Unit (DMU).
• Ensure DCPMS system is accurately populated and fully implemented by EPU (including specification, testing and implementation of wholly electronic workflow and any new functionality).
•Work with the Chief of EPU to decide on the overall production priorities: for copy preparation/proofreading, typesetting and multimedia production explaining, where appropriate, details necessary for processing the work.
• Decide on a day-to-day basis when, owing to capacity, external (contractual) production arrangements may be necessary and make initial contact with contractors to ascertain their availability and explain the nature of the job in question; check quality and accuracy of work returned from contractors.
• Inform the Chief of EPU when a large workload is anticipated and recommends solutions (contracting out, renegotiation of deadlines).
• Assess and check each submission to check that all the elements mentioned conform to the EPU guidelines for submissions and therefore can be used as the basis for the publishing project. Responsible for being the first contact person for all EPU clients: International Narcotics Control Board (INCB), United Nations Commission on International Trade Law (UNCITRAL), United Nations Industrial Development Organization (UNIDO), United Nations Office on Drugs and Crime (UNODC), United Nations Office on Outer Space Affairs (UNOOSA), United Nations Information Service (UNIS) and the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR).
• Examine manuscripts and submitted data in electronic format to make sure that they are in proper form for printing or processing: check cover and title pages, tables of contents, disclaimers, footnotes, pagination, cross-referencing, figures and annexes. Check the format of the text and graphics supplied by consulting officers via DMU for desktop publishing in six languages.
• Answer a wide range of queries and advise consulting officers on correct procedures. Advise substantive offices on technical specifications (acceptable file types: graphic file specifications and end user file requirements) and estimated timing of services. May negotiate deadlines with submitting officers.
• Keep records of all stages of processing in DCPMS and/or assign work to the Production Assistant and be responsible for the accuracy of his/her input.
• Supervise one Production Assistant and temporary personnel, provide training, establish priorities and work methods and evaluates results.
• In collaboration with the Senior Graphic Designer participate in initial meetings with clients to discuss potential design projects, including substantive content, communication objectives, media and design options, technical specifications, costs, schedules/deadlines etc.
• Receive and process client requests for multimedia projects, including the following products and services: website designs and website elements, e-Pubs and Apps for use on handheld devices; web elements (web banners, graphics and image montages); e-Pub files of paper publications for use on handheld devices (i.e. iPads) and Mobi files for use on the Kindle reader. Check the submission to ensure that all images, manuscript and digital artwork files have been provided and distribute the work. Provide guidance and support throughout the project production process; coordinate and follow up with clients and other relevant parties (e.g. copy preparers/proofreaders, external contractors, production staff, and library staff) to ensure that the project is on schedule.
• Perform the administrative duties of the Editorial Assistant (in the office of the Chief of EPLS) when he/she is absent and coordinates all activities accordingly.
• Decide whether incoming manuscripts are acceptable for processing or should be returned because of incompleteness or poor quality.
• Decide for recurring publishing projects, such as those for Commissions, which projects can be contracted out or, in the case of unique documents, recommend which should be contracted out and to whom.
• Make recommendations on solutions to deal with large expected workloads in publishing.
• Perform other work related tasks as required.


•Professionalism: Has ability to handle multiple projects simultaneously. Has very good knowledge of standard industry production processes and of internal United Nations production practices and operations. Has good knowledge of desktop publishing techniques. Has sound knowledge of the United Nations system: good knowledge of relevant internal policies, processes and procedures including sound knowledge of the United Nations editorial policies for publications. Has demonstrated ability to apply good judgment in the context of assignments given. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. 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.

•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.


High school diploma or equivalent.

Work Experience

A minimum of seven years of progressively responsible experience in publishing production control, including a high-level of knowledge of publishing production management software and of printing and distribution guidelines and practices is required.
Thorough experience in and knowledge of editorial and publishing policy/guidelines and practices with the United Nations system or similar international organizations is required.
Experience in and knowledge of documents, conference and production management systems is highly desirable.
High-level experience in and knowledge of procedures used in the production of sales publications in an international organization or in the United Nations system is desirable.


English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language(s) is desirable. Fluency in German is desirable for communication with external printing and publishing contractors.


Evaluation of qualified candidates may include an assessment exercise and a 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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.

Other Skills and Requirements

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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


Above texts are copied from United Nations Official Web Page ( 
Copyright 2018 United Nations. All rights reserved

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