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Terminology, Referencing and Outsourcing Associate
3 months ago
Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and coordinates the implementation of the ICAO Multilingualism Strategy.
It provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian, and Spanish).
Based on the principle of simultaneous distribution, it ensures the issuance of documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters.
LPC is also responsible for the efficient and successful management of the ICAO Headquarters International Conference Centre.The Terminology, Referencing and Outsourcing team creates and updates the ICAO terminology data set, performs in-depth reference searches, collects previously translated material to assist in the translation process, and carries out outsourcing tasks.
The incumbent reports to the Terminology Officer, who provides guidance on work priorities. The incumbent will also work closely with the Senior Programme Associate for outsourcing budget-related matters.The incumbent provides support to translation and interpretation services by ensuring prompt and accurate terminology and reference material and provides support to the Chief of Arabic Translation Section in processing translation and editorial assignments done externally.
ResponsibilitiesFunction 1 (incl.
Expected results) Provides referencing services for in-house and outsourced translation, interpretation and editorial activities, achieving results such as:
- Review and analyse incoming translation and editorial jobs received through gDoc for the purpose of identifying and supplying references and source material, both electronic and hard copy (when required), regarding previously translated texts, and arranging for the timely provision of the material to the required translation and editorial sections.
- Maintain and update the paper and electronic collection of ICAO and UN documents deemed necessary for translation and reference purposes.
- Assist in the planning and organizing translation support services for large meetings.
- Prepare documentation folders required for the interpretation and translation services, in electronic and/or printed format.
- Conduct manual and electronic searches for relevant referencing material for in-house and outsourced translation and editorial jobs.
- Ensure efficient and timely access to references and documentation, in both printed and electronic format.
- Respond to queries on procedures relating to the referencing process.
- Collaborate with/provide support to other LPC services, as required, to ensure the on-going successful delivery of related language services activities. Function 2 (incl.
- Receive outsourcing request from section chief and establish initial contact with external contractor to confirm availability for assignment and ability to comply with deadline.
- Provide written information to external translator regarding length of assignment (in words) and rate to be applied to assignment.
- Ensure all documents scheduled for external translation/revision/text processing and/or editorial/final layout are analysed in order to prepare detailed offer.
- Prepare bundle of electronic files required for use by external contractor.
- Compile and forward terminology and reference aids for the external contractor.
- Issue the necessary working instructions and schedules for the contractor and attach these to the outgoing documents.
- Record assignment details in gDoc.
- Review material received from the external contactor ensuring that all parts of the original texts have been included in translations, revised and/or typed.
- Call attention to errors, omissions or discrepancies in the work completed.
- Ensure that material has been correctly formatted according to ICAO guidelines.
- Process completed assignments through gDoc as per established workflows. Function 3 (incl.
- Ensure that all information pertaining to external assignments is accurately recorded in gDoc and filing system.
- Create the purchase requisition for the translation assignment in ICAO's automated accounting system, Agresso, including all required supporting documents, ensuring proper data entry to avoid payment delays to external collaborator.
- Submit DPO, once approved, to external collaborator for signature.
- Following completion of translation assignment, verify that translator/editor has submitted appropriate and accurate invoice corresponding to the purchase order.
- Secure necessary approvals for purchase requisitions and invoices. Function 4 (incl.
- Evaluate ICAO documentation by subject field and determine candidate terms to be incorporated into terminology databases.
- Extract terms from source and target language contexts.
- Analyse terms and compare to terminology databases and other relevant resources.
- Identify discrepancies between source and target language.
- Ensure consistency and correct use of the final compilation.
- Update the existing terminology data if necessary.
- Search internal resources (LPC Share Point website, ICAO-NET, ICAO Central Database of Documents (ICDB), State Letter Electronic Distribution System (SLED), etc.) and external resources (UN ODS system, UN system terminology databases, Internet search engines, etc.), and share terminology research results with Terminology Officer for final approval.
- Verify text alignments of documents uploaded to the CAT tool (Document Storage). Function 5 (incl.
- Process with the Hyperlink System all documentation for Council and its deliberative bodies and the Air Navigation Commission (working papers, decisions, minutes, etc.) in all ICAO languages for posting on the ICAO-NET by establishing hypertext links for key words for referencing purposes.
- Test the accuracy of all hypertext links and take the necessary action to amend or delete links which are unnecessary or duplicated.
- Perform proofreading, text-processing and formatting tasks in Arabic during peak periods to reinforce the text processing team. Function 6 (incl. Expected results) Performs other related duties, as assigned.
Professionalism:
Knowledge of gDoc, eLuna, Word, Adobe Acrobat, Excel, and office automation techniques. Initiative, discretion, stamina and ability to work under pressure in a busy and stressful environment. Ability to work irregular hours as necessary during major meetings and peak periods. Familiarity with UN practices and procedures with regard to language services and the provision of meeting documentation. Familiarity with ICAO's structure, correspondence and filing procedures, and a good knowledge of ICAO documentation.
Shows pride in work and in 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; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Teamwork:
Works collaboratively with colleagues to achieve organizational 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
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 having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed
Planning and Organizing:
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 for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary
Accountability:
Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable
Client Orientation:
Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
EducationEssential A diploma of College Studies (DEC) or equivalent education. Desirable Additional training, certification and/or experience in translation management, library science, general office administration, or in a related area.
Job - Specific Qualification
Not available.
Work Experience
- A minimum of six (6) years' experience in the provision of documentation, reference and translation-support services is required.
- Demonstrated experience in working with on-line databases, especially terminology databases is required.
- Experience with the working requirements of translation, interpretation and editorial services is required.
- Demonstrated experience in conducting research and index documentation is required.
- Demonstrated experience in working with Computer assisted translation (CAT) tools is required.
Essential Fluent reading, writing, and speaking abilities in English and Arabic. Desirable A working knowledge of any other language of the Organization, other than target language above.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Applicants must hold either Canadian citizenship, Canadian Permanent Residency or work permit in order to be eligible for this position.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (3) years (first year is probationary for an external candidate).
ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.
ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants.The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).
ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).
The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.Remuneration:
Level Net Base Salary per annum G-6 CAD 49,278
United Nations Considerations
In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation.
Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks.
Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.
Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira.For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the Inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines.
Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.No Fee
ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants.
