Grade: P2
Vacancy no.: TEMP/INTSERV/P/2025/01
Publication date: 27 June 2025
Application deadline (midnight Geneva time): 7 July 2025
Job ID: 13092
Department: INTSERV
Organization Unit: PPM
Location: Geneva
Contract type: Short Term
This is a temporary assignment for a short-term period from 1 August to 31 December 2025. 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 selection process is not subject to the rules and procedures defined in Annex I of the ILO Staff Regulations
The following are eligible to apply:
• Currently serving staff (WLT, FT, ST, SST)
• External candidates
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 [email protected].
*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.
Introduction
The temporary position is located in the Publications Project Management Service (PPM) within the Publications Production and Publishing Management Unit (PRODOC), of the Internal Services and Administration Department (INTSERV). INTSERV is responsible for the general management of facilities, property and inventory; safety and security; publication production and publishing management; diplomatic privileges; travel and transport, use of public spaces and general internal services. PRODOC is responsible for all aspects of publishing, including open access and copyright, design and layout, editing and proofreading, print and digital production, and distribution. The Unit prints and distributes ILO official documents as well as most publications issued at ILO headquarters.
The PPM Service is responsible for planning purchasing, and contracting of a wide variety of services, supplies and products associated with production of ILO publications in headquarters; and it provides editorial direction, copy-editing and proofreading services for ILO periodicals, flagship reports, major and standard publications in English, French and Spanish.
The incumbent receives and coordinates requests from ILO colleagues for graphic design, editing, typesetting, and proofreading. The incumbent uses standard measures to prepare and monitor production schedules for each title, to facilitate the production and delivery of high-quality ILO publications, on time and within budget.
The position reports to the PPM team lead.
Key Duties and Responsibilities
1. Monitor and categorize incoming publication production requests, based on service needs of internal teams, timelines and complexity to support planning and prioritization.
2. Use standard metrics to prepare a workplan in liaison with internal teams, for use with standard terms of reference, requests for quotation and contracting.
3. Coordinate execution of editing, translation, artwork preparation, typesetting, page proof distribution, proofreading and author corrections. Monitor timeliness and proactively report production issues.
4. Contribute to quality control of editorial specifications, including proofreading in either English, French or Spanish and proof checking in the other two languages, ensuring compliance with editorial and publication standards.
5. Liaise with relevant PRODOC teams to verify copyright and branding compliance. Maintain and ensure the quality and accuracy of metadata in the digital asset management system.
6. Review supplier deliverables in the digital asset management system against contract terms and verify invoices prior to processing from suppliers against their contracts and deliverables.
7. Support the team in the assessment of vendor’s performance by gathering feedback, documenting quality and delivery issues and supporting continuous improvement initiatives.
8. Participate in internal meetings to keep abreast of current and future projects and provide input based on assigned work.
9. Perform other relevant duties as assigned.
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Required qualifications
Education
First level university degree (Bachelor’s or equivalent) in publishing, modern languages or other relevant field. United Nations competitive examination for copy preparers/proofreaders/production editors would be an advantage.
Experience
At least three years of relevant experience in publishing, editorial coordination, document management or other relevant fields. Experience proofreading in either English, French or Spanish would be an advantage.
Languages
Excellent command of one working language of the organization (English, French or Spanish) and a working knowledge of a second working language of the Organization.
Knowledge and technical/behavioural competencies
Coordination and quality assurance skills, with an ability to exercise such skills firmly yet diplomatically with all those involved in the publication process. The incumbent must be proactive and have excellent organizational and interpersonal skills, complemented by an ability to juggle priorities across multiple projects with a meticulous eye for detail. They should also maintain excellent relationships with in-house colleagues and external stakeholders. 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 ILO Jobs. The system provides instructions for online application procedures.
Applicants will be contacted directly if selected for a written test and/or an interview.
Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including technical tests or interviews.
The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under 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.
