Proofreader (English)

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) has been represented in Zimbabwe since 1984, with its office located in Harare. This office houses both the Country Office (FAOZW) and the Subregional Office for Southern Africa (SFS), which serves as a technical hub established in 2006.

The primary function of the FAO Office in Zimbabwe is to identify, plan, and implement priority activities in alignment with the needs of the Government of Zimbabwe, as outlined in the Country Programme Framework. These activities also align with the strategic objectives of the Zimbabwe United Nations Sustainable Development Cooperation Framework (ZUNSDCF).

The Subregional Office for Southern Africa covers 15 member countries within the subregion and adopts a multi-disciplinary approach to agriculture programs based on FAO’s strategic objectives. It plays a key role in identifying and implementing priority actions that address subregional challenges in food security, nutrition, agriculture, forestry, fisheries, and rural development. The office also works closely with Regional Economic Integration Organizations (REIOs) and numerous development partners within the subregion, ensuring effective collaboration and coordination.

Reporting Lines

The Proofreader (English) reports to the FAO designated contact and the FAO SFS CAPRM Technical Lead.

Technical Focus 

Proofreading and editing of FAO technical documents.

Tasks and responsibilities

Under the general supervision of the designated FAO contact, the proofreader will perform the following tasks:

Proofreading Laid-Out Proofs:

•    Review laid-out proofs (in PDF format) for errors related to typesetting or overlooked during copy-editing (\"reading against copy\").
•    Ensure spelling and style are correct and consistent with FAO style.

Layout and Structural Checks:

•    Verify page numbers, headings, subheadings, headers, and footers for accuracy and consistency.
•    Check indentation, font consistency, and typographical treatment across the document.
•    Ensure that all photos, illustrations, boxes, tables, and similar elements are correctly captioned and cross-referenced within the text.
•    Confirm that page numbers are consecutive, and page headings are correct.

Consistency Checks:

•    Ensure uniformity in the use of country names, currencies, numbers (e.g., decimals, thousand separators), acronyms, and other elements following FAO style.
•    Cross-check titles and numbering of chapters, tables, and figures against the table of contents.

Typographical and Design Consistency:

•    Identify and flag typographical and design inconsistencies, such as uneven word spacing, misaligned columns, and improper formatting.
•    Suggest adjustments to eliminate awkward breaks (e.g., “widows” and “orphans”) or confusing text/page arrangements.

Referencing and Bibliographic Checks:

•    Review footnotes for correct numbering and adherence to referencing style.
•    Verify consistency in bibliographic entries following FAO guidelines.

Compliance with FAO Publication Workflow System:

•    Ensure that all proofreading tasks align with the requirements of the FAO Publication Workflow System (PWS).
•    Review and make necessary adjustments to ensure the publication meets all technical and formatting criteria for smooth processing and approval within the workflow system. 

Marking and Commenting on Proofs:

•    Mark proposed changes directly on the laid-out proofs using professional commenting tools and appropriate proofreading marks.
•    Provide clear and concise comments to guide the correction process.

Flagging Editorial Issues:

•    Highlight errors that require research or editorial decisions and refer these to the appropriate FAO contact.

Deliverables:

•    Return the proofread document electronically, ensuring all proposed changes are accurately marked.
•    Maintain clear documentation of unresolved issues for follow-up.

Additional Notes:

•    Corrections should be minimal and rewriting of the text should be avoided unless explicitly instructed.
•    The proofreader must ensure adherence to FAO’s publishing guidelines, including Publishing at FAO
•    Any issues that cannot be resolved by the proofreader should be referred to the supervisor or designated FAO contact.
•    FAOSTYLE (https://openknowledge.fao.org/handle/20.500.14283/cb8081en)   
•    FAO terminology http://www.fao.org/faoterm 
•    FAO Names of Countries https://www.fao.org/nocs/en    
•    Story guidelines, Story template, UN map standards, FAO logo policy and related branding guidelines (available to staff)

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University Degree in English, Communication, Publishing, or a related field.
•    At least five years of relevant experience in proofreading, editing, or quality assurance of publications, particularly in international or technical contexts.
•    English proficiency (Level C), including grammar, punctuation, and spelling.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical Competencies

•    Proven knowledge of style guides, particularly FAO Style, UN editorial guidelines, or equivalent standards.
•    Strong attention to detail with the ability to identify and correct errors in layout, formatting, and consistency.
•    Proficiency in proofreading tools and software, including PDF commenting tools and professional proofreading marks.
•    Familiarity with FAO publishing guidelines and terminology databases (e.g., FAOSTYLE, FAOTERM) is an advantage.
•    Experience working with publication workflows in an organizational or technical context is desirable.
•    Knowledge of additional FAO languages such as French, Spanish, Arabic, Russian, or Chinese is an asset.