Job: Editorial Assistant

Location: Vienna
Deadline: Tuesday, 13 August 2013 

Description

Vacancy Notice No. 2013/268

Position and Grade:

Editorial Assistant (G-5)

Organizational Unit:

Editing Unit
Publishing Section
Division of Conference and Document Services
Department of Management

Duty Station:

Vienna, Austria

Issue Date:

24 July 2013

Application Deadline:

13 August 2013

Type of Appointment:

Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year

CCOG codes:

2.O.02

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States.

One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States. To facilitate the effective exchange and dissemination of information relevant to the IAEA's work and mandate, the Division of Conference and Document Services coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications.

The IAEA has an extensive publishing programme, implemented by its Publishing Section, which produces a wide range of publications on nuclear related issues in both print and electronic formats. Inputs in the form of manuscripts of scientific/technical publications, advocacy items, electronic publishing requests and graphic design proposals originating from all parts of the house are handled by the Publishing Section.

As a member of a team led by the Head of the Editing Unit, the Editorial Assistant processes, pre-edits, proofreads and finalizes, as applicable, scientific and technical manuscripts in English, in accordance with the IAEA's editorial rules and style guidelines and in line with established IAEA publishing policies and practices. The Editorial Assistant is responsible for the appropriate level of quality control of technically complex texts, ensuring, to the extent required, their accuracy and completeness before dispatching them for printing and/or posting on the web.

The Editorial Assistant works in a team with colleagues in the Editing Unit and other staff of the Publishing Section on relevant issues related to the preparation of IAEA scientific and technical publications. The incumbent may also interact with manuscript originators throughout the house in providing advice on format, style and layout of IAEA publications and, if necessary, addressing editorial matters.

• Process, pre-edit, proofread and finalize, as applicable, scientific and technical manuscripts in English, in accordance with the IAEA's editorial rules and style guidelines and in line with established quality control procedures.
• Ensure, to the extent required, the accuracy, consistency and completeness of manuscripts by checking spelling, punctuation, grammar, syntax and presentation.
• If appropriate, pre-edit, restructure and reformat complex technical texts containing tables, charts, figures, mathematical formulas, diagrams, illustrations, references and bibliographies.
• Proofread externally edited manuscripts and, if required, carry out remedial actions in cooperation with staff Editor(s).
• Produce front matter and compile final PDF file for camera-ready manuscripts; assume responsibility for quality of finished publication.
• Provide originators with specific instructions on correct format, layout, style and submission procedures; respond to queries from originators concerning manuscripts submitted for processing.
• Create PDF files of selected manuscripts or relevant parts of manuscripts.
• Record incoming/outgoing manuscripts in order to help control the flow of work in and out of the Editing Unit.

• Professional skills:

• Excellent proofreading and copy editing skills;
• Very good understanding of all publishing and printing processes;
• Ability to pay close attention to detail and work under the pressure of tight production schedules.

Organizing skills: Proven ability to deal with a large volume of work under time pressure, set priorities, show initiative, organize own work independently, meet deadlines and adapt to constantly changing demands. Interpersonal skills: Ability to establish and maintain good relationships with internal and external counterparts and to work harmoniously in a multicultural/multidisciplinary environment with respect and sensitivity for diversity. Communication skills: Ability to draft standard correspondence and to communicate effectively in English. Strong customer service orientation and ability to deal with customers in a courteous and tactful manner. Computer skills: Proficiency in MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard. Knowledge of Adobe Acrobat Professional and Pitstop an asset.

• Completed secondary education.
• Perfect command of English as mother tongue or principal language of education, with excellent knowledge of English syntax, grammar and style.
• Minimum of five years of relevant working experience.
• Extensive experience in processing and proofreading of scientific and technical manuscripts with a high standard of speed and accuracy.
• Experience of working with clients/customers to understand their requirements and offer appropriate solutions.
• Relevant experience in an international organization desirable.
• Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, or Spanish) an asset.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 082 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted.All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered.

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA.Testing may be part of the recruitment process.

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity.Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type,or to make an appointment with a modified job description or for shorter duration than indicated above.

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