World Health Organization (WHO)

Editorial Technician

World Health Organization (WHO)

Job Description

  This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO) The Office of the Governing Bodies (GBO) leads the complex operations of the Pan American Health Organization’s (PAHO) Governing Bodies and promotes and supports the institutional development of the Organization’s governance structures: the Pan American Sanitary Conference, the Directing Council, the Executive Committee, and their Committees and Sub-Committees, including the Audit Committee. The Pan-American Sanitary Bureau (PASB), headed by the Director, acts as the Executive Secretariat and carries out the directives of the Governing Bodies. For this purpose, GBO: (a) offers advice to the PASB leadership regarding Member States’ engagement in the governance of the Organization; (b) provides leadership in planning, organizing, convening and reporting on governing bodies meetings; (c) guides the preparation of the documentation for the Governing Bodies sessions; (d) manages the historical records of PAHO’s governing bodies, its deliberations and actions, and ensures effective retrieval systems are in place for timely and accurate searches and protection of the records; and (e) supports the effective participation of PAHO Member States in WHO Governing Body meetings (World Health Assembly, Executive Board, and Program, Budget, and Administration Committee).

DESCRIPTION OF DUTIES Under the general guidance of the Senior Advisor, Governing Bodies Office (GBO), and the direct supervision of the Documentation Specialist (GBO), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
  1. Proofread and copy-edit documents of the Governing Bodies, ensuring clarity of content, consistency of terminology and agreement with established standards and procedures, including the PAHO Style Manual; review for grammar, syntax, and format; determine the accuracy and completeness of facts, quotations, and references; and review and copy-edit the resolutions of the Governing Bodies, in accordance with established standards, in English, Spanish, French, and Portuguese;
  2. Prepare the formal camera-ready copy of the working documents of Governing Body meetings in English, Spanish, French, and Portuguese; review text, tables, graphs, quotations, footnotes, and references, using standard office computer systems and desktop publishing software, as well as format and make corrections in accordance with established procedures for the Organization’s Governing Body documents style;
  3. Perform layout work and production of documents, resolutions, and agendas; coordinate production schedules; enter, track and update document information in the electronic documents tracking system, and ensure printing deadlines are met;
  4. Compare uniformity of technical documents in different languages, including translations of modifications, as well as proofreading of documents and resolutions; prepare outgoing texts for submission to editors and translators by checking reference material, style and adherence to established formats;
  5. Conduct Analysis of documents to identify whether all or parts of text have been taken from previously edited or translated sources and identify these sources on the basis of research or using electronic tools;
  6. Track the deadlines and schedules for translated materials. Assist in routing editors’ and translators’ comments to the appropriate responsible person;
  7. Responsible for the post-editing phases of production of the annual official final reports of the Governing Body meetings to ensure accuracy and completeness of material through its various stages from proofs to formal final document;
  8. Take notes in special meetings and support the preparation of minutes in English and Spanish as needed; perform literature searches, and participate in special projects;
  9. Support the periodical update of the Governing Bodies Web page; process official circular letters to government officials and other dignitaries in accordance with established procedures;
  10. Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS Education: Essential: Certificate of completion of high school.

Desirable: Advanced training in languages, editing and/or publication field would be an asset.

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: http://www.whed.net/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/ and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience: Essential: Six years of experience in editorial assistant functions or administrative work.

SKILLS: PAHO Competencies:
  • Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.
  • Teamwork: Collaborate and cooperate with other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes Knowledge Sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
  • Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.
  • Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
  • Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
  • Producing results: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary.
  • Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
Technical Expertise:
  • Ability to apply post editing techniques and practices for the preparation and production of formal publications and documents.
  • Effective oral and written communication in a business environment; independently compose reports, correspondence, policies, guidance materials, and other documents; work with a variety of diverse groups in a tactful and effective manner; effectively handle multiple assignments; and establish and maintain effective working relationships with internal and external partners using principles of good customer service.
  • Ability to research and organize technical information and to write or summarize texts in a clear, concise and grammatically correct manner.
  • Knowledge and understanding of publications policies and copyright issues and practices, including interpretation, application and/or development/revision of policies, and procedures.
  • Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, preparation of formal publications, budget and expenditures records, acquisition of supplies.
  • Ability to coordinate, monitor and control administrative services affecting several projects and involving the allocation of work, developing/adjusting operational procedures, evaluating priorities, coordinating and supporting internal day-to-day activities, etc.
  • Ability to work harmoniously as a team in a multidisciplinary and international environment.
Languages: Essential: Very good knowledge of English and Spanish. Knowledge of French and/or Portuguese would be an asset.

IT Skills: Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Knowledge of Web publishing tools, Hypertext Markup Language (HTML), web site structure, web file formatting and conversion and web image editing and manipulation. Proficiency in the use of content Management Systems and the web application framework Joomla Other IT skills and knowledge of other software programs such as Microsoft SharePoint and Project would be an asset.

REMUNERATION Annual Salary: (Net of taxes) US $51,219.00 ADDITIONAL INFORMATION (Local Recruitment) 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 may be used as a form of screening.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org PAHO/WHO is committed to workforce diversity.

PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance). Other benefits include: 30 days annual leave, dependency benefits, pension plan, and health insurance scheme.

All applicants are required to complete an on-line profile to be considered for this post.

Administrative/support positions in Washington, D.C. are open to Washington, D.C. metropolitan area residents only. Candidates must be United States citizens or be a permanent legal resident in the country.

Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this post. The post description is the official document for organizational purposes.

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