Assistant (Publications)

Job Description - Assistant (Publications) (2500311)

Grade : G5

Contractual Arrangement : Temporary appointment under Staff Rule 420.4

Contract Duration (Years, Months, Days) : 1 year

Job Posting

Date: Jan 20, 2025, 3:44:54 PM

Closing Date

Date: Feb 3, 2025, 10:59:00 PM

Primary Location

Organization: EU/EDD Executive Director's Division

Schedule

Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

OBJECTIVES OF THE PROGRAMME

The Executive Director's division (EDD) together with the Business Operations Division (BOS), provides the vision and leadership through which country offices and technical divisions are supported in the efficient delivery of the General and European Programme of Work (GPW/EPW) and the WHO Programme Budget.

It encompasses the enabling functions of resource mobilization, external relations and communications, programme and resource management, and support to governing bodies of the European Region. In addition, EDD includes organization development, staff development and learning, and transformation. It also specifically includes the representative function of WHO with the institutions of the European Union, and the EURO Ombudsman, who reports directly and independently to the Regional Director, as well as the committee on staff health and well-being. EDD has overall responsibility for the planning, execution, and evaluation of WHO programmes at the regional and country levels and in strengthening the alignment and joint work across the three levels of the Organization. It is also responsible for the management of corporate resources and the effective and efficient allocation of such resources to achieve the results laid out in the GPW/EPW. The Communications, Identity and Publications (COM) unit will support the Regional Director and the work of the Regional Office by strategically leading, coordinating and overseeing the communications activities within the Regional Office and by generating visibility for RD's public interventions. It will be responsible for the planning and coordination of all communications, media relations and publications, for capacity building in communications across the office, for guiding and coordinating the divisional and Country Office communications work, for internal communications (in collaboration with RDO organization development), EPW branding and identity, for liaising and contributing to risk communications, and for providing strategic communications advice to senior management, EURO Divisions, Country Offices, GDOs, networks and partners on communication issues. The Unit also ensures the implementation of the communication strategy and its implementation and monitoring. As part of providing and maintaining the various communications platforms, it is responsible for the development, functioning and sustainability of the EURO web site, the EURO intranet and various social media channels.

DESCRIPTION OF DUTIES

To provide administrative support and assistance to publishing processes in EURO.

Under the technical guidance of the Technical officer (Publications) the incumbent will perform the following duties:

• Monitor incoming requests to and route for response.
• Ensure all WHO/EURO technical documents and publications are compliant with publishing policy and process publications inbox requests, checking that submitted publications meet the criteria for publishing according to SOPs and provide feedback and guidance.
• Assist with digital archiving of publications, technical documents and governing bodies documents in Institutional Repository for Information Sharing (IRIS) checking the criteria for submission and making sure that all metadata is properly recorded according to SOPs thus enlarging WHO/EURO's digital collection.
• Register titles in Biblio title management system and update files repository.
• Respond to external requests for the right to reproduce/quote from or translate EURO publications by using standardized correspondence.
• Assist with requests for new logos and keep Logo repository up-to-date.
• Monitoring, logging and routing accordingly ISBN requests and requests for outside publishing.
• Set print runs for top-priority books as required and assist with preparation of file for printing.
• Serve as a back-up for other staff at similar level within the unit / division, as needed.
• Assist with outsourcing of publishing and production services through establishing contact with suppliers, requesting quotations.
• Perform other related duties as required or instructed.

REQUIRED QUALIFICATIONS Education

Essential : Completion of secondary school education or equivalent.
Desirable : Relevant higher education from an accredited institution.

Experience

Essential : At least 5 years of progressively responsible experience in the secretarial/administrative or language/translation/publication related field.
Desirable : Experience in an international environment or institution. Relevant experience in WHO or in the UN. Demonstrated experience in documentation archiving and working with documentation repositories.

Skills

• High level of attention to detail, good understanding of publishing processes and an ability to learn fast (if the incumbent hasn't worked in IRIS, s/he will have to go through the training).
• High level of diplomacy and flexibility.
• Good interpersonal and communication skills. Proficiency in the use of modern desktop publishing and page layout designing software (Adobe InDesign, etc.); office software packages such as MS Office (Word, Excel, PowerPoint, Outlook, etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) and SharePoint is desirable.
• Ability to identify and manage one's own emotions, as well as helping others to do the same.
• Teamwork
  Respecting and promoting individual and cultural differences
  Communication
  Producing results
  Moving forward in a changing environment

Use of Language Skills

Essential : Expert knowledge of English.
Desirable : Intermediate knowledge of French, Russian, German.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at DKK 344,273 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as a form of screening.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link:
• 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. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof/certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW at
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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