Editorial Assistant

Org. Setting and ReportingThe position is located in the Programme on Youth Unit (PYU) of the Social Inclusion and Participation Branch (SIPB) of the Division for Inclusive Social Development (DISD) in the Department of Economic and Social Affairs (DESA). More information on DISD is available at https://www.un.org/development/desa/dspd. ResponsibilitiesUnder the direct supervision of the Social Affairs Officer in the Programme on Youth Unit (PYU) of the Social Inclusion and Participation Branch (SIPB), the incumbent performs the following functions: • Assists in screening documents, technical papers, and publications submitted for editing in order to ensure compliance with submission standards and regulations; (a) Provide editorial and research support to the Social Inclusion and Participation Branch, especially to the Programme on Youth Unit; edits and reviews manuscripts to ensure consistency throughout the publication; ensures conformity with United Nations editorial guidelines; finalizes publications and reports of the Social Inclusion and Participation Branch in camera-ready for final printing; maintains the Branch's reference collection of UN documents, publications and other reference materials, including special databases; Liaise with specialists, non­governmental organizations, permanent missions and other stakeholders to ensure that the Branch is up to date with latest findings of reports and publications and ensure the dissemination of key messages within the Branch; (b) For meetings organized by the Social Inclusion and Participation Branch at Headquarters and away from Headquarters: prepares lists of participants, documents, agenda and organization of work based on guidelines/instructions; complies and organizes relevant documentation ensuring completeness; assist with travel arrangements, arranges for reproduction and distribution of materials to participants on a timely basis; provides assistance during the course of the meeting; • Registers incoming and outgoing texts in the electronic document-tracking system (e-Doc); informs Programme on Youth Unit Chief and/or Branch Chief of technical problems concerning submission and registration and assists in resolving them. (a) Assists Programme on Youth Unit Chief and/or Branch Chief Assistants in assigning incoming jobs and tracking the workflow; keeps all concerned informed of changes in processing schedules and transmits corrections made by author departments/divisions to texts in process. • Ensures that outgoing texts are submitted correctly to the translation services and text­ processing units or the reproduction section. • Manage the youth@un.org email requests. • Acts as focal point for the submission of parliamentary documents to the United Nations Official Document System (ODS). (a) Provides secretarial assistance and carries out administrative tasks for the Chief of the Programme on Youth Unit by establishing procedures for hard-copy and computer filing, correspondence, memoranda, documentation, publications, computer files and materials; prepares travel requests; assists with the preparation and monitoring of special service agreements for consultancy and contractual services according to United Nations rules; screens and handles all incoming correspondence and telephone calls for the Chief of the Programme on Youth Unit and forwards to appropriate staff; provides information in response to queries on non-technical matters and routine technical issues directed or routed to the Branch; drafts and prepares routine correspondence, including compiling necessary material for enclosure; • Performs general office support functions for the Branch, liaises on the requisition supplies and maintains attendance records. • Carries out other tasks requested by the Chief; covers other General Service staff functions when the staff members are absent on annual or sick leave. CompetenciesProfessionalism: Knowledge of document processing chains and relevant operational and administrative procedures within the UN or similar international organization. Knowledge of editorial policies and practices within the UN or similar international organization; thorough understanding of the Editorial, Terminology and Reference Service and the roles of related services/sections. 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; 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. 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. Planning & 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five years of experience in office support functions, copy-editing, or desktop publishing is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level University degree or higher. Experience in preparation and coordination of parliamentary documentation is desirable. Experience with InDesign or other desktop publishing software is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice• This position is temporarily available until 5 November 2024, with the possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as \"retirement.\" Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. United Nations ConsiderationsAccording 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 FeeTHE 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.