Assistant (Publications)

at  World Health Organization

Grade: G5
Contractual Arrangement: Temporary appointment under Staff Rule 420.4
Contract Duration (Years, Months, Days): 1 year
Job Posting: Jan 20, 2025, 9:44:54 AM
Closing Date: Feb 3, 2025, 4:59:00 PM
Primary Location: Denmark-Copenhagen
Organization: EU/EDD Executive Director’s Division
Schedule: Full-time
IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

EDUCATION

Essential: Completion of secondary school education orequivalent.
Desirable: Relevant higher education from an accreditedinstitution.

EXPERIENCE

Essential: At least 5 years ofprogressively responsible experience in the secretarial/administrative orlanguage/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.

USE OF LANGUAGE SKILLS

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

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 eupub@who.int 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.