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Publications Assistant (G-5)

4:21:00 PM
Organizational Unit:Marketing and Sales Unit
Publishing Section
Division of Conference and Document Services
Department of Management
Duty Station:Vienna, Austria
Issue Date:15 May 2013
Application Deadline:12 June 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

Organizational Setting

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.

Main Purpose

As a member of a team, and under the guidance of the Head of the Marketing and Sales Unit, the Publications Assistant will help to ensure that IAEA intellectual property is used in accordance with the IAEA's policies and guidelines and that external reproduction, re-use and translation of the IAEA's copyrighted materials suit the purposes of the organization. She/he will deal with requests to reproduce extracts from IAEA information materials promptly, communicating with requestors and colleagues as appropriate. The Publications Assistant will coordinate with external aggregators, indexers and other dissemination channels to deliver content and metadata, and will also lend assistance and support to originators seeking to publish IAEA materials with external publishers.

Working Relationships

In carrying out the regular duties of the post, the Publications Assistant establishes relationships with colleagues in the Publishing Section, stakeholders throughout the house and external clients seeking advice and assistance on copyright issues, including requests relating to the translation of IAEA publications into non-official languages. In addition, the Publications Assistant has regular contacts with third party service providers, such as content distributors, aggregators and abstracting agencies. Whenever required, the Publications Assistant also works with colleagues in the Language Services Support Section, the Office of Legal Affairs (OLA) and the Office of Procurement Services (MTPS).

Functions / Key Results Expected

  • Respond promptly and appropriately to routine copyright and permission requests from external parties for reproduction or re-use of IAEA materials, or parts of them.
  • Advise in-house stakeholders on relevant policies and procedures concerning rights and permission policies and guidelines.
  • Process requests for IAEA publications to be translated into non-official languages, coordinating with relevant stakeholders in and out of house (e.g. technical divisions, OLA, MTPS, relevant Permanent Missions).
  • Assist in the implementation of agreements with external service providers and partners involved in the licensing or dissemination of IAEA published material and in on-going activities arising from such agreements. This would include, in coordination with the Unit Head, researching opportunities, communicating via email and telephone on the requirements of the IAEA and the service provider; providing relevant information, keeping internal paperwork in order, and in the case where agreements are concluded, acting as a point of contact for queries.
  • Contribute to the effective dissemination of IAEA publications by coordinating with abstracting agencies, aggregators and other dissemination channels, sending them relevant products, information and metadata.
  • Liaise with colleagues in the Publishing Section, OLA, MTPS and the relevant technical divisions on the publication of IAEA material in external publications, providing advice and information.
  • Serve, as required, as contact point/facilitator for external stakeholders in matters relating to the work of the Marketing and Sales Unit.

Knowledge, Skills and Abilities

  • Excellent understanding of all publishing and printing processes.
  • Thorough familiarity with the IAEA's practices on copyright and licensing issues.
  • Good understanding of the processes involved in licensing IAEA copyrighted materials for external publication and the translation of IAEA publications into non-official languages.
  • Good understanding of the use of, and requirements for, publication metadata.
  • 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.
  • Ability to deal with customers in a courteous and tactful manner.
  • Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint).

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of five years of relevant experience, including two years working on publishing rights and permissions.
  • Experience working in scientific and technical publishing desirable.
  • Experience of working with clients/customers from public and private sectors to understand their requirements and find appropriate solutions.
  • English Language Test (Level 1) to IAEA standard.
  • Excellent command of written and spoken English. Knowledge of other official IAEA languages (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

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.

How to Apply

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 athttp://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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