Printing and Distribution Coordination Assistant

Introduction

The position is located in the Production Management Service (PMSERV) within the Publications Production and Publishing Management Unit (PRODOC) of the Internal Services and Administration Department (INTSERV).  INTSERV is responsible for a wide range of services regarding facilities and property management, environmental sustainability, occupational safety and health, security and safety, logistics and mail services, publishing and publication production management, diplomatic privileges, travel and transport and provision of other central services. In addition to the service delivery at ILO headquarters, each unit provides expertise, advice and guidance in their respective domain to ILO headquarters and the field.  PRODOC is responsible for all aspects of publishing, including open access, copyright, design, editing/proofreading/quality control, digital production, and internal and external printing. The Unit produces and distributes ILO official documents as well as most publications issued at ILO headquarters. PMSERV is responsible for publishing rights, digital publishing, printing and distribution services.

The incumbent is responsible for coordinating and overseeing activities relating to printing, distribution of ILO documents and publications to be distributed and printed internally and externally. 

The position will report to the PMSERV lead.

Specific Duties

1.    Coordinate the production and the distribution of all printing requests received from ILO headquarters departments and units including assigning tasks to team members. Process all printing orders, ensure quality control of the final products, oversee the delivery of documents and follow up with client.
2.    Coordinate and oversee the services provided by the external printing service provider. Plan and coordinate the service delivery and administrative arrangements. Make proposals regarding external print requests based on workload and technical constraints. 
3.    Monitor, track and report on supplier performance. Monitor performance requirements in terms of quality, schedule, and invoicing. 
4.    Prepare periodic analysis and statistics of the financial and production situation with regard to printing and distribution operations. Adjust and update publication information in the publications asset management system once production is finalised.
5.    Verify invoicing of print jobs and quotations for specific requests related to the production and distribution of documentation for official meetings and other departments.
6.    Coordinate the operations of internal printing, equipment acquisition and licensing. 
7.    Conduct performance appraisals of team members.
8.    Provide input on improving work processes and make proposals to the head of unit.
9.    Provide backup for sales and distribution service operations as well as daily operations with distributors.
10.    Perform other relevant duties as assigned.
 

Required qualifications

Education

Completion of secondary school education. Training in a relevant field.

Experience

At least six years of experience in digital printing, or distribution, including in a supervisory role. 

Languages

Excellent command of French and a working knowledge of a second working language of the Organization.
 

Competencies

In addition to the ILO core competencies, this position requires:
Technical competencies: 
Solid knowledge of financial rules and regulations. Knowledge of administrative procedures and practices in an international environment.
Sound knowledge of the printing, and distribution industry. Strong skills in coordinating the production of printed and digital documents and publications. 
Good knowledge in distribution, storage and inventory management
Excellent communication and interpersonal skills, ability to build and maintain relationships with key stakeholders.
Strong analytical and problem-solving skills.
Ability to coordinate multiple projects and priorities. Strong organisational and time management skills. 
Ability to work independently and as part of a team.
Computer skills - good understanding of pre-press software, Adobe Acrobat, Quite imposing and Publishing Management Asset systems 
Ability to foster a productive work environment, together with a teamwork mindset to establish and maintain effective communication with colleagues and external partners.
The ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.