Editorial Publishing Administrator

International Labour Organization


Editorial Publishing Administrator

Grade: P3
Vacancy no.: RAPS/3/2023/INTSERV/01
Publication date: 7 July 2023
Application deadline (midnight Geneva time): 7 August 2023

Job ID: 11007
Department: INTSERV
Organization Unit: PPM
Location: Geneva
Contract type: Fixed Term

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
  • External candidates.

Staff members with at least five years of continuous service with the Office are encouraged to apply.

Applications from candidates who have already separated from ILO service upon retirement or early retirement, will not be considered.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).

Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States

In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.

Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.

The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.

The position is located in the Publications Project Management Service (PPM) within the Publications and Documents Production, Printing and Distribution 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; 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. The unit produces 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 ILO publications production and provides editorial direction, copy-editing and proofreading services for ILO periodicals, flagship reports, major and strategic publications in English, French and Spanish.
The incumbent is specifically responsible for editorial guidance, administering and reporting on the organization’s publications, which include flagship reports, major and high-level strategic publications.
The position reports to the PPM Service Lead.

Specific Duties

  1. Administer and oversee the process related to peer review and plagiarism checking of selected ILO publications, including flagship reports and major publications, in collaboration with and under the guidance of the ILO publishing governance management.
  2. Collect and collate information on planned publications from the different regions and insert in the Office-wide biennial publishing plan. Ensure the regular update of the plan in collaboration with the Publications Planning Officer.
  3. Provide advice and guidance on ILO copyright matters and the co-publishing process to all author units and to the regions and validate administrative documents prepared by the Publishing Rights Coordinator.
  4. Organize regular editorial, review and orientation meetings with ILO departments, field offices, external content contributors, translators, editors and proofreaders to ensure compliance with the ILO’s high-quality editorial and publishing standards in conformity with ILO publishing standards. Provide appropriate editorial guidance and support for flagship reports, major publications, journals, and other selected publications, particularly in the early stages of the publications production process.
  5. Actively participate in the drafting of any internal communication material such as but not limited to publishing guidelines and standard operating procedures, which help ILO headquarters departments, to improve the understanding of the publications production process. Participate in periodic publications production meetings of ongoing projects and advise internal colleagues on editorial questions and good practices. Perform, approve and manage the quality verification editing work of external collaborators. Manage, monitor and select the candidates for the roster of certified external collaborators.
  6. Collaborate with ILO departments and external entities including other UN agencies and academic publishers. Gain and share knowledge to improve ILO publishing, editorial and accessibility standards and processes.
  7. Draft the content descriptions of selected publications to be integrated in the publishing asset management system.
  8. Contribute to the annual update of the ILO publications catalogue, in particular title selection and drafting and/or editing descriptive text.
  9. Produce and draft annual reporting on ILO publications for the Governing Body.
  10. Perform other relevant duties as assigned.These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

  1. Edit, revise and rewrite complex or technical manuscripts, both on paper and electronic copy, in order to ensure accuracy, clarity, cohesion and conformity with editorial standards and the organization’s policies and practices.
  2. Analyse text to detect and eliminate any incongruous, irrelevant or redundant material. Seek clarification on ambiguities, technical or other matters requiring further explanation with a view to resolving problems through consultation.
  3. Verify the accuracy of facts, figures, references, dates and statistics, as well as quotations, citations and translations, through research, reference sources and consultation, and ensure that the appropriate copyright rules have been observed.
  4. Distribute work to junior in-house editors and contractual editors; may check finished copy for consistency between presentations of language editions, and provide guidance to junior staff and contractual editors on matters of editorial policy, work programme or working methods.
  5. Provide authors with specific information on editorial practices and publication policy, and assist them in the preparation of manuscripts.
  6. Prepare typographical specifications for the organization’s publications, respond to questions from printers regarding proofreading, and perform final check on publications prior to sale and distribution.
  7. Prepare more complex manuscripts using customized publishing software.
  8. Attend meetings in order to assist staff of substantive units with the drafting of documentation and reports, and to provide advice on editorial matters.
  9. Edit original speeches and originals of reports for conferences and meetings. Abridge, clarify, simplify and improve their presentation and style, and verify the accuracy of references.

Required qualifications
Advanced university degree (Master’s or equivalent) in liberal arts, social sciences, journalism, literature, publishing studies, translation or interpretation or another relevant field. A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or a related field, with an additional two years of relevant experience, in addition to the required experience stated below, will be accepted in lieu of an advanced university degree.

At least five years of professional editing, drafting, publishing including editorial project management for major publications.

Excellent command of English and working knowledge of another working language (French, Spanish).

In addition to the ILO core competencies, this position requires:

Excellent written and presentation skills. Strong interpersonal skills and an ability to work successfully in a fast-paced multicultural environment within and across departments/functions/geographic locations. Ability to develop positive relationships with all stakeholders, for example persuading authors to accept corrections and suggestions to improve content and presentation. Strong problem-solver capable of responding to diverse and complex questions and issues, for example detecting and resolving sensitive content and/or editorial issues posing reputational risks for the Organization. Good project management and ability to work as part of a team or independently. Excellent knowledge of editorial standards, and good familiarity with ILO areas of knowledge and its range of publications as well as its brand. Ability to use standard software, information retrieval tools and, as required, customized publishing software. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Conditions of employment

  • Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
  • The first contract will be issued for a twenty-four month period.
  • A successful external candidate will be on probation for the first two years of assignment.
  • Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.

For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.

Important Information

Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org

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 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

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 assessment centres, 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.

To apply for this job please visit jobs.ilo.org.