Supervisor, French Desktop Publishing Team

Org. Setting and Reporting

This position is located in the French Desktop Publishing Team (FDPT) of the French Translation Section (FTS) of the Conference Management Service (CMS), Department for General Assembly and Conference Management (DGACM) in Vienna. CMS operates administratively under the Division for Management (DM), United Nations Office at Vienna (UNOV). For more information, visit: www.unov.org.

Responsibilities

• Plan and supervise the daily activities of the Team with respect to desktop publishing and archiving of documents on the relevant DGACM systems, (i.e. establish priorities, issue special instructions as needed, etc.; perform quality evaluations and provide feedback to contribute to the creation of a culture of accountability and two-way feedback). • Coordinate the work of the Team, including by ensuring the equitable distribution of work, efficient and effective processing of documentation and capacity utilization. • Lead the development and adoption of new working methods and procedures in the framework of the modernizing processes. • Organize, plan, coordinate and supervise the quality control tasks performed by the Team on documents translated by external contractors and liaise with the language professional in charge of quality control in the Section. • Monitor and perform all desktop publishing and page layout functions in the Team, including the incorporation of corrections, formatting and proofreading documents, as well as the creation of tables, graphs and charts, in accordance with existing guidelines, especially for complex documents, including publications. • Register incoming/outgoing documents and processes and record all assignments in gDoc daily; monitor deadlines and the production data of the Team; prepare and maintain statistical data and records and provide a variety of reports upon request. • Help and guide staff (including temporary, junior and new staff) in the processing of basic and more complex documents, identify and resolve issues, monitor performance, participate in and oversee training. • Plan and make recommendations to the Chief on staffing needs according to forecast workload with reference to conferences and meetings, establishing shift schedules and approving leave applications accordingly. • Liaise with editors, translators, document control officers and consulting officers regarding the status and processing of documents, in particular corrections, advance versions, etc. • Evaluate the performance of staff supervised. • Train staff to align bi-texts in order to support the production of high-quality translation memories and related workflow improvements. • Conduct final verification for machine-readable documents. • Store final texts on the relevant systems by the mandated deadline. • Handle queries, maintain attendance and keep records, as needed. • Organize the testing of new candidates for insertion in the roster, promotion or recruitment; select successful candidates in consultation with the Chief of Section or participate in the process of recommendation for recruitment; answer enquiries and contact candidates for availability. • Liaise with IT staff with regard to IT-related matters, requirements and enhancements. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, participating in knowledge management, planning and decision-making processes. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other related work as required.

Competencies

Professionalism: Knowledge of United Nations structure and rules of procedure of various bodies. Knowledge of all aspects of the work of the Unit, including typographic standards, with special emphasis on technological applications leading to processing efficiencies. Proficiency in United Nations terminology and editorial practices in the language of the unit. Ability to enhance the skills and monitor the performance of staff within the Unit, with emphasis on change management in the area of technological innovation. Demonstrates initiative, ability and creativity to effectively attain objectives. Has ability to perform analysis, modelling and interpretation of data in support of decision-making. 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. Has the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Managerial Competencies: Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly. Judgement / Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in desktop publishing or a related field, including draft typing, copy editing, formatting, proofreading, graphic design, and creating typographical layouts, is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience working with different software for processing of documents and publications and in electronic transfer of texts is required. Supervisory experience is desirable. Experience working as a general office and administrative support is desirable. Of the minimum years of experience, at least one year in data analytics or related area is desirable. Experience working with United Nations editorial practices and documentation procedures is desirable. Experience working with a documentation and performance management system, such as gDoc 2.0, is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, candidates must have the language of the Team (French) as their main language (required). Fluency in oral and written English is required; knowledge of another official United Nations language is desirable.

Assessment

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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile 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

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.