Editorial Assistant

Purpose

IMO is seeking to establish a roster of temporary Editorial Assistants to provide full-time linguistic and editorial support across its six language units (English, French, Spanish, Arabic, Chinese and Russian) throughout the year. Successful candidates will be assigned to the relevant language unit based on demonstrated mother-tongue–level language proficiency.

The purpose of the IMO Editorial Assistant Roster is to create a pool of professionals whose qualifications, experience and availability align with business needs, enabling the Organization to efficiently fill similar or identical positions on a temporary basis, when opportunities arise.

Please note that inclusion on the Editorial Assistant Roster does not constitute an offer of employment. Following review of applications, candidates on the roster may be contacted directly to discuss potential openings within the six language units, in order to confirm their interest and availability when a suitable opportunity becomes available.

Responsibilities

Under the direct guidance of the Supervisor of the Document Processing Unit for the relevant language (English, French, Spanish, Arabic, Chinese or Russian, and the overall management of the corresponding Head of Translation, each Editorial Assistant will be assigned to a specific language unit and will be responsible for the following duties:

1. Proofread texts for accuracy, quality, and conformity with established standards and policies, ensuring that all editorial and processing changes have been accurately and consistently incorporated into the final version.
2. Edit, insert corrections, format and prepare documents, including those with complex tables, special layouts, merging and collating requirements, adapting as necessary to technological developments, notably in computer-assisted translation (CAT) tools such as eLUNa.
3. Verify grammar, syntax, references, and consistency with the original source text to ensure accurate translation, appropriate style, punctuation and spelling, in line with IMO and in-house editorial guidelines.
4. Liaise with editors, translators and revisers to resolve omissions or discrepancies between the source and target texts, and propose appropriate amendments.
5. Ensure that all components of the original document are accurately reflected in the final processed version, including the cover page, table of contents, country names, pagination, chapters, paragraphs, titles, figures, equations, annexes, footnotes, charts, appendices, and other elements, in accordance with the United Nations Documents, Conference and Production Management System (DCPMS) requirements.
6. Align bilingual texts to support the creation and maintenance of high-quality translation memories for use in CAT tools (e.g. Document Storage, eLUNa), contributing to workflow enhancements.
7. Convert texts into various formats using appropriate software tools (e.g. MS Office and PDF) and verify the accuracy of the converted content.
8. Handle high volumes of documentation efficiently and work independently to meet strict and competing deadlines.
9. Work night shifts and/or overtime, as required, to support the timely delivery of documents. For the three working languages (English, French and Spanish), night shifts are a regular aspect of the work cycle.
10. Perform any other duties, as required, to support the effective functioning of the relevant Document Processing Unit, including document processing tasks and routine office-related responsibilities.

Competencies

1. Thoroughness and attention to detail, ensuring accuracy of output.
2. Ability to organize and prioritize tasks and to work under pressure to tight deadlines.
3. Sense of initiative and capacity to work independently.
4. Positive and adaptable approach, with the ability to manage a work cycle that frequently involves late hours, particularly in the three working languages (English, French and Spanish).
5. Ability to work in a multicultural environment and to establish working relationships with internal and external stakeholders, at all levels.

Experience

A minimum of four years of relevant experience is required. A university degree in a relevant subject may be considered in lieu of two years of experience.

Education

Secondary education or equivalent to university entrance standard is essential.

Languages

Excellent command, to mother-tongue standard, of one of the six official IMO languages (English, French, Spanish, Arabic, Chinese or Russian), with excellent knowledge of grammar and spelling, is essential. Complete proficiency in English, both written and oral, is also required. Knowledge of any other official UN language would be considered an asset.

Other skills

1. Ability to adapt quickly to new software tools and evolving document management technologies.
2. Effective communication skills to coordinate smoothly with translators, revisers and editors in a fast-paced environment.