Grade: G4
Vacancy no.: GENEVA/GS/2023/16
Publication date: 12 December 2023
Application deadline (midnight Geneva time): 15 January 2024
Job ID: 11466
Department: INTSERV
Organization Unit: PRODOC
Location: Geneva
Contract type: Fixed Term
The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.
The following are eligible to apply:
The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 70 872 CHF yearly.
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.
1. Handle individual requests, staff the physical reception desk of PMSERV and provide clients with standard information on administrative and technical matters.
2. Register individual job requests, archive final production files in the publishing system and update inventory data.
3. Perform assembly, layout and imposition tasks and check PDF files for printing. Programme and produce on digital printers; this includes managing large format printing.
4. Perform binding and finishing operations.
5. Carry out standard quality checks before, during and after production, in accordance with production and inventory management procedures.
6. 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.
7. Provide technical assistance and training to support staff. Assist with the installation of new equipment, machines and software.
8. Receive documents produced by external suppliers and prepare requests from author departments.
9. Prepare diplomatic pouches and mail items in coordination with the loading bay and mail units.
10. Carry out tasks related to the distribution of documents at official meetings.
11. Update distribution lists.
12. Perform other relevant duties as assigned.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
1. Maintain a list of work done and condition of equipment and keep inventory of material.
2. Assemble all original text files and image files to be imported into software.
3. Archive documents and files on computer.
4. Run first proofs for finalization and approval.
5. Undertake all duties related to binding, cutting, folding, stapling and other finishing operations.
6. Operate, troubleshoot and maintain the machines that perform the above tasks.
7. Report to supervisor on the maintenance and repairs of machines.
The incumbent must have completed secondary education.
Four years of relevant experience. Experience in logistics and printing within a UN organization would be an asset.
Excellent command of one working language (English, French or Spanish) of the Organization.
In addition to the ILO core competencies, this position requires:
Technical competencies
• Good knowledge of graphic chain.
• Understanding of the structure, work, rules and procedures of PRODOC.
• Proven ability to use computer-assisted publication software.
• Proficiency in inventory management and optimization.
• Knowledge of dispatch preparation procedures.
• Good knowledge of tools in the Microsoft Office suite.
• Good client communication skills.
Behavioural competencies
• Attention to detail to ensure the printing and distribution of quality documents.
• Strong organizational skills and the ability to cope with stress, particularly during periods of official meetings.
• Good client service skills to respond to client queries and needs in a professional manner.
• Team player - ability to work effectively with colleagues.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
Fraud warning
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.