Publications Assistant, GS

Company: IRENA

Vacancy Announcement No:	HR/VA/2017/O/12720
Publication/Transmission Date:	9 June 2017
Deadline for Application:	23 June 2017 (at midnight Abu Dhabi local time)
Title and Grade:	Publications Assistant, GS
Duration of Contract:	One year
Indicative Net Annual Salary	AED 221,908 to 273,688 plus Provident Fund
Duty Station:	Abu Dhabi, United Arab Emirates
Date for Entry on Duty:	As soon as possible

The International Renewable Energy Agency (IRENA) is an inter-governmental organisation mandated with the widespread and increased adoption and sustainable use of all forms of renewable energy. At present, IRENA has 150 Members (149  States and the European Union) that acceded to its Statute, and 30 additional States in the process of accession and actively engaged. IRENA supports countries in their transition to a sustainable energy future, and serves as the principal platform for international cooperation, a centre of excellence, and a repository of policy, technology, resource and financial knowledge on renewable energy. The Agency implements its mandate with the view to sustainable development, increased energy security and low-carbon economic growth and prosperity.

Under the overall guidance of the Deputy Director-General and direct supervision of the Senior Editor and Publications Manager, the Publications Assistant will be responsible for the following duties:

Administrative support

• Maintaining up-to-date unit work files (electronic and/or paper, as required).
• Reviewing requisitions for goods and services to ensure correct expenditure, budget compliance and availability of funds.
• Initiating payment process and monitoring accounts payable to vendors and contractors. 
• Drafting routine correspondence, including introducing newcomers to editorial process and style requirements.
• Identifying office technology, software and maintenance needs.
• Ensuring software access and subscription renewals for publishing-related applications.
• Developing electronic archives for all publications and source files.
• Maintaining complete archives of past printed publications.
• Providing logistical support and facilitation for seminars, conferences and meetings.

Document/content management support

• Tracking the progress of draft publications from initial conception and writing through final approval and release.
• Co-ordinating the publication schedule based on divisional publishing requests, submissions received, and key dates in the IRENA events and communications calendars.
• Ensuring the collection and sharing of key publication information, in order to facilitate more effective internal and external communications.
• Receiving draft submissions and initiating the stipulated editorial steps for quality-control, approval and official release.
• Preparing approved publications for printing and web upload.

Multilingual publishing support

• Monitoring upcoming needs and consolidating requests received for multilingual translations, assigning translators from the consultant translator roster as required.
• Assisting with testing for translator roster and with validation of external translation work.
• Co-ordinating with translators and designers for layout replication, ensuring consistent placement of design and text elements in all language versions.

Editing and proofreading

• Assessing and assigning draft publications to suitable editors.
• Ensuring compliance with IRENA style, design, branding and anti-plagiarism requirements, as well as inclusion of all necessary acknowledgements, credits, disclaimers or ancillary information.
• Assisting with proofreading and final checks on print- or web-ready publications in English and other languages.
• Entering final corrections into InDesign layout files.
• Enabling the publications team to provide comprehensive editorial, info-graphic and layout support to all divisions.

Publications outreach

• Preparing each edition of the IRENA Quarterly, including timely commissioning, article revision, layout, and co-ordination of e-mail, web and print distribution.
• Assisting with selection, delivery and display of publications for high-profile events.
• Maintaining inventory and retrieval systems for publications and conference materials.
• Restocking publications display stands at key locations around IRENA Headquarters.
• Co-ordinating regularly with Bonn and New York offices on publications inventory.
• Conducting timely shipments of publications to other offices and event venues.

Competencies

Professionalism: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Implements IRENA’s core values of integrity, professionalism, and respect for diversity..

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Client Orientation: Considers all to whom services are provided to be “clients” and seeks to see things from client point of view; establishes and maintains productive partnerships by gaining clients’ trust and respect; identifies client needs and appropriate solutions; monitors ongoing developments to keep informed and anticipate problems; informs clients of progress or setbacks; meets timeline for delivery of products or services to client.

Planning and Organising:  Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources to complete work; foresees risks and allows for contingencies; monitors and adjusts plans and actions as necessary; uses time efficiently.

Qualifications

Education: High school diploma or equivalent. Post-secondary education/courses in a related field would be an asset.

Experience: Five years of experience in publishing, corporate communications, media or a related field. Previous work experience in international institutions is an asset.

Language: Excellent command of written and spoken English is a must. Knowledge of additional languages is an asset. 
Skills: Good knowledge of MS Office with emphasis on Word, Excel and Outlook is necessary. A combination of the following skills would be highly advantageous

Desktop publishing: Knowledge of systems and standards for document preparation.

• Adobe Creative Suite: Ability to prepare tables, figures and info-graphics in Illustrator, as well as to revise and correct final InDesign layouts.
• Copywriting: Communications sense, news instinct, understanding of story structure.
• PowerPoint: Proficiency in preparing and adapting attractive, informative slideshows
• Digital media/content management: Grasp of challenges and opportunities in the shift to digital publishing.

Qualified candidates must apply for the above mentioned vacancy on-line by uploading the completed application form and a letter of interest, including details of three professional references who will be contacted if their application is shortlisted.

Please note that only candidates under serious consideration will be contacted for an interview and receive notice of the final outcome of the selection process.

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