Publications Coordination Assistant

Organizational Context

The International Atomic Energy Agency (IAEA) Department of Management provides essential services supporting the organization's scientific and technical programmes. The Division of Conference and Document Services (MTCD), specifically the Publishing Section, plays a crucial role in disseminating nuclear-related information through an extensive publishing programme, producing a wide range of print and electronic publications.

Job Purpose

The Publications Coordination Assistant supports the efficient operation of the IAEA's Publishing Section by meticulously recording, monitoring, and tracking publishing submissions. This role is vital for ensuring the smooth flow of information and the timely processing of manuscripts from initial submission through to final production. By maintaining accurate data in the Publications Database/Electron and managing manuscript uploads, the Assistant facilitates effective communication and collaboration among editors, document management staff, publishing associates, and technical officers, thereby contributing to the overall success of the IAEA's publishing activities.

Responsibilities

The Publications Coordination Assistant is responsible for registering Advanced Publishing Advice (APA) and Publications Committee (PC) submissions, and responding to basic client inquiries about the publishing process. This role involves receiving and relaying manuscript status information, ensuring completeness and accuracy by inputting and maintaining data in the Publications Database/Electron. The Assistant will support the outsourcing of manuscripts for formatting, manage file transfers, maintain records, and communicate clearly with stakeholders. Key duties include tracking manuscript status for technical officers, PC members, and editors, ensuring data accuracy for monthly reporting, and supporting the maintenance of InSite publishing pages. Running iThenticate reports and assisting with other administrative tasks as directed by the Section Head are also part of the role.

Work Experience

A minimum of four years of general office support experience is required, with some experience gained in an international setting being advantageous. Familiarity with the IAEA Publishing process, including its workflow and related tasks, is desirable.

Skills

Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and database usage. Familiarity with the Publishing Database and Electron is desirable. Strong analytical thinking, client orientation, and resilience are essential. Excellent communication skills, both written and oral, are required.

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