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Vacancy Notice No: IARC/13/FT373
Title: Publishing Assistant - LOCAL RECRUITMENT
Grade: G6
Contract type: Fixed-term Appointment
Duration of contract:  Two years. Any extension subject to availability of funding.
Date: 6 September 2013
Application Deadline: 27 September 2013 Vacancy Filled
Duty Station:  Lyons, France
Organization unit: IARC (IARC)
Office of the Director (DIR) / Communications Group (COM)
The Communications (COM) Group forms an integral part of the Director's Office and is responsible for the presentation of a homogeneous image of all aspects of IARC work to the scientific community, the media, and the general public.
Description of duties:
As a member of the Publications Team/COM and working with publication generating Groups, the incumbent participates in and facilitates the timely production and distribution of high quality publications. The incumbent serves as focal point for monitoring all publication projects and works to ensure best practices and procedures are adopted across institutional publications projects, the main areas supported being:
1) Publication production process
2) Publication advisory and project monitoring
3) Management of Agency copyrights
4) Outreach Activities.

Under the supervision of the Knowledge Manager, the incumbent will:

1) Support COM in the management of the production process for publications across the Agency. Under the supervision of the Knowledge Manager and working closely with Head, COM, the incumbent manages the process for publication projects developed by COM and supports the processes for publications of the Sections of Cancer Information (CIN), Environment (ENV), IARC Monographs (IMO), Molecular Pathology (MPA) and Screening (SCR) Group. The incumbent participates in editorial meetings, ensures the smooth workflow of publication projects and the adherence to strict deadlines, liaises with authors, editors and others concerned with publication production, and performs related administrative tasks. In order to carry out the tasks above, the incumbent works closely with a number of internal and external collaborators. Tasks include:
a. Receipt of publication projects for submission to the Advisory Committee on Publications (ACP), receipt and logging of manuscripts (text and images) within the IARC online submission system;
b. Verification of manuscripts for text, tables, figures and references using bibliographic software and formatting using editorial software;
c. Layout preparation using desktop publishing applications, in conjunction with external contractors for print and/or digital dissemination;
d. Preparation and participation in contracting process for services relating to printing, design and layout, and subsequent tasks/steps including evaluation of bids, recommendation for selection, and copyright permissions fees.
e. Proofreading and delivery of content for production;
f. Liaison with colleagues and service providers to ensure correct colours, fonts, formats and institutional branding, thus ensuring adherence to corporate identity;
g. As an ex-officio member of the ACP, responsibility for minute taking to prepare recommendations for the Senior Leadership Team (SLT).

2) Contribute to COM publication advisory and monitoring functions. The incumbent provides advice internally on the IARC publication process as well as industry best practices towards ensuring the Agency achieves highest quality in its publishing activities. Through use of appropriate project monitoring tools, s/he keeps track of all publishing projects across the Agency to ensure timelines and milestones are adhered to. Tasks include that the incumbent:
a. Ensures adequate content delivery, and adherence to guidelines for authors and contributors, and to policies and procedures for rights management;
b. Participates in developing procedures, policies and guidelines to improve the efficiency of publication processes, and to determine best practices for workflow for implementation across Agency publications;
c. Keeps abreast of new tools following the publishing industry trends (digital content) and evaluates relevant publishing technologies and applications to be implemented;
d. Follows through on publication projects from the initial phase of preparation, through layout and production, to post-production and delivery, including monitoring of sales reports;
e. Alerts Knowledge Manager and Head, COM on potential issues which may affect quality or timeliness of a publication process;
f. Suggests process improvements in the areas of responsibility.

3) Support the Knowledge Manager in managing copyright permissions across the Agency. S/he serves as focal point in COM on copyright directly responding to permission requests for IARC copyrighted material and managing requests for permission to use third party content in IARC publications, on IARC web sites and in IARC courses.The incumbent acts with a large degree of autonomy in this respect, and seeks guidance for sensitive issues.These responsiblities imply:
a. Verification of requests to ensure that IARC is the rightsholder and that the material will be reproduced or modified in keeping with the original intent;
b. Ensuring that permission is not granted to institutions or organizations whose intended use of IARC material is questionable, inappropriate or sensitive in nature, escalating such cases to the attention of the Knowledge Manager;
c. Ensuring that the rightsholder or publisher is contacted for permission for use of external copyrighted materials and communicating the terms of use and fees of the rightsholder/publisher to the requesting Group;
d. Ensuring that statistics and records are maintained relating to copyright and permissions.

4) Support outreach activities. As an extension of the incumbent's role throughout the publication processes of the Agency, s/he contributes to the marketing of these products to ensure the widest possible distribution of IARC knowledge products.The incumbent:
a. Ensures that marketing strategies are included in early stages of publication processes;
b. Participates in the preparation of materials and in the organization of logistics required to promote IARC publications at events such as the WHA or relevant international conferences and book fairs (e.g. Frankfurt Buchmesse, AACR Annual Conference);
c. Liaises with WHOPress for the transmission of promotional information about Agency publications within the online catalogue and website;
d. Contributes to IARC outreach platforms related to the Agency's publications.

Completion of secondary school followed by relevant diploma or equivalent qualifications.
Microsoft Office; Reference Manager, InDesign, eXtyles; desktop publishing software & applications.
Online submission & editorial systems.
Publishing, printing and digital production processes and procedures.
Scientific literature and bibliographic databases.
Copyright and permissions.
4 years of experience in a similar position, preferably in a research environment.
Excellent command of English and French. Knowledge of other official UN languages is an asset.
Additional Information:
This vacancy is open to applicants of either sex.
WHO/IARC has its own Staff Health Insurance and Pension plans and is not part of the French Health
Insurance ("SÚcuritÚ Sociale"), the French Pension system or the French unemployment benefit agency
Annual salary: (Net of tax)
41,922 euros at single rate
41,922 euros with primary dependants

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

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