|Posting Title:||Head, Reproduction Services Unit, P2|
|Job Code Title:||ASSOCIATE DOCUMENTS MANAGEMENT OFFICER|
|Department/Office:||International Civil Aviation Organization|
|Posting Period:||28 November 2020 – 28 December 2020|
|Job Opening Number:||20-Conference Services-ICAO-145707-R-Montreal (O)|
Org. Setting and Reporting
The Reproduction Services Unit (REP) is part of the Revenue and Product Management Section (RPM) and is responsible for the printing production of publications and other ICAO documentation including print-on-demand. Distribution services to internal and external clients are also provided. The Unit provides comprehensive printing services from pre-press processes to printing production to various types of collation, assembling and binding works.
The position reports directly to the Chief, Revenue and Product Management Section (C/RPM) with whom s/he consults on managerial issues. The incumbent, as Head, Reproduction Services Unit (H/REP) directly supervises General Services staff as well as additional staff when required. The supervisory level includes technical supervision, coaching and training if necessary, as well as performance evaluation, delegation and distribution of tasks and decisions on priorities.
Function 1 (incl. Expected results)
Supervises and manages the work and staff of REP, achieving results such as:
•Supervise the staff of the Unit in terms of delegation of assignments, performance appraisals and facilitation of administrative processes and procedures.
•Plan and organize assigned resources to provide timely and effective service delivery including the external distribution of printing services.
•Share technical expertise and knowledge to promote consistency and foster collaboration and teamwork.
•Monitor overall quality of the work of the Unit to ensure appropriate distribution of workload, and adjusting priorities, as required, in order to meet operational needs.
•Establish inventory and account control checks to ensure efficient use of allotments.
•Assist the C/RPM in developing policies, guidelines and manuals relating to safety and operational concerns.
Function 2 (incl. Expected results)
Anticipates requirements and develops plans to ensure timely accomplishment of printing and distribution services for the Organization and external customers, achieving results such as:
•Participate in planning the production and publications schedule for the Organization.
•Participate in the publications priority board and other coordination meetings for the proper planning of printing needs and the organization of major conferences.
•In collaboration with the Documents Management and Outsourcing Section (DMO), prepare the list of items that will be dispatched for Air Cargo. (External distribution)
•Plan and devise procedures and techniques to ensure the completion of work on schedule.
•Manage the timely delivery of printing services, including overseeing dispatch of work priorities and shifts as well as planning staff requirements.
•Approve quotation/pricing for internal and external customers in line with REP workflow.
•Follow up on the timely delivery of documents for planned print jobs and take appropriate action to reach agreed deadlines.
•Monitor the output of services in terms of productivity, standards and cost-efficiency.
•Take appropriate action regarding ad hoc and other emergency printing requests.
Function 3 (incl. Expected results)
Manages procurement activities and ensures efficient maintenance of printing material and equipment, achieving results such as:
•Carry out needs analysis to acquire new or repair existing equipment and make recommendations to C/RPM.
•Liaise and network with potential suppliers for printing and graphic arts material, equipment and related services.
•Manage the acquisition of material and equipment required to meet the efficient operation of the different Teams of the Unit.
•Initiate the tender process, including technical testing of potential equipment and selection of appropriate suppliers.
•Oversee and, if required, execute the quality control of equipment purchased and decision on action in case of faulty equipment.
•Ensure adherence to approved safety standards in terms of set up, usage and dismantling of equipment.
•Evaluate the installation requirements of new equipment and oversee the appropriate set up of equipment.
•Ensure efficient maintenance of equipment, coordination of timely repair, as well as supervision of contractors, including monitoring timely accomplishment of work, carrying out quality checks.
•Oversee timely payment of work accomplished according to quality standards.
Function 4 (incl. Expected results)
Prepares statistics and documentation on the work of the Unit, achieving results such as:
•Prepare periodic reports and analysis on the work of the Unit for management, including but not limited to statistical data on production hours, job processing times, printing supplies, equipment maintenance programme, etc.
•Keep abreast of new technologies in terms of printing and assess feasibility and usefulness for ICAO’s printing services.
•Monitor the use and continuing effectiveness of current assigned operational applications and make recommendations to modify, adapt, extend and improve the applications.
Function 5 (incl. Expected results)
Manages internal ICAO client needs, achieving results such as:
•Prioritise and schedule competing client demands.
•Address ad hoc and emergency printing requests.
•Ensure client satisfaction is consistently maintained.
Function 6 (incl. Expected results)
Performs other related duties, as assigned.
1.Professionalism: 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.
2.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 the audience; demonstrates openness in sharing information and keeping people informed.
3.Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
4.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.
A first-level University degree in business administration, communication, printing, publication, or in a related field. For serving staff members, specialized training and certification in the relevant field, in combination with five (5) additional years of qualifying experience may be accepted in lieu of the first-level university degree.
A minimum of three (3) years of experience in progressively responsible positions in printing, publishing or a similar field is required.
Demonstrated administrative and supervisory experience to manage a printing shop delivering comprehensive services from pre-press, production to assembly and collation is required.
Proven experience working with different types of printing techniques, such as offset printing, digital and numeric is required.
Work experience in the private sector combined with experience in the governmental sector and/or United Nations in any of the above areas is highly desirable.
Experience in working with modern printing tools and equipment is desirable.
Experience in pre-press processes, graphic design, thermography as well as assembling and collating and perfect bookbinding is highly desirable.
Fluent reading, writing and speaking abilities in English and French.
A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, or Spanish).
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).
ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization, in accordance with the provisions of the ICAO Staff Regulations (ICAO service code).
ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).
ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).
The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
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