Function 1 (incl. Expected results)
Provides administrative and technical support for the planning and implementation of the OPS work programme deliverables, achieving results such as:
• Assist in the preparation of the triennial budget in relation to the work programme.
• Assist in the review, update and amendment of the section work programme.
• Liaise with parties concerned on the production of briefings and analysis under section responsibilities.
• Draft letters, memoranda, reports and various correspondence from verbal instructions or handwritten drafts in accordance with ICAO practices and procedures.
• Support additional activities managed from within the section, including acting as administrator of various OPS related systems and directories.
• Provide administrative support to the section’s Chief and respective Technical Officers by tracking and raising alerts when necessary on task progress and taking necessary follow up action to respect deadlines.
Function 2 (incl. Expected results)
Assists in the quality management of working documents, achieving results such as:
• Assist in reviewing and finalizing Council/Commission working papers, reports, briefing notes, power point presentations, etc. on subjects related to the section’s activities. Proofread documents for completeness, accuracy and grammar.
• Assist in the preparation of technical manuals and other documents before submitting them to the Editorial Unit (EDL).
• Liaise with staff across bureau and with other bureaus for the editing, translation and posting on the ICAO-NET of documents, including the Annexes and manuals, etc.
• Assemble/collate and proofread relevant input for ICAO publications, such as the Annual Council report and the ICAO Safety Report as well as external publications concerning the section’s activities and disciplines for review by the section chief, and liaise with parties concerned.
• Verify accuracy of material leaving the Section. Proofread and review for correctness and format correspondence documentation and other written materials in conformity with established standards and procedures.
Function 3 (incl. Expected results)
Provides administrative/technical support to the expert groups (panels and study groups, etc.) of the Section, achieving results such as:
• Assist Secretaries of panels and other expert groups in maintaining the websites of expert groups, including updating relevant information and uploading working papers, etc.
• Assist in editing and formatting incoming discussion and information papers from expert group members and advisers, in accordance with ICAO criteria.
• Draft letters, memoranda, reports and various correspondence from verbal instructions or handwritten drafts in accordance with ICAO practices and procedures.
• Assist in the conduct of expert group meetings, providing services such as collecting, preparing and distributing documentation.
• Verify accuracy of material leaving the Section. Proofread and review for correctness and format correspondence documentation and other written materials in conformity with established standards and procedures.
Function 4 (incl. Expected results)
Provides administrative support for pre-meeting/event and workshop preparations, achieving results such as:
• Assist with the management of the meeting/event website.
• Assist in the preparation of conferences/workshops/symposia in coordination with the Chiefs, Technical Officers and Safety Officers.
• Liaise with ANB Events Organizer and Regional Officers on SAF related events, such as conferences, workshops and symposia and provide assistance with pre-meeting preparations in collaboration with Chiefs, Technical Officers, Safety Officers and other ANB administrative support staff, when necessary.
• Assist with the management of the meeting/event websites.
Function 5 (incl. Expected results)
Performs other related duties, as assigned.
Competencies
Professionalism: 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; uses time efficiently.
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.
Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others, seeks feedback to learn and improve.
Essential
Completion of secondary school.
Desirable
Completion of courses in office automation and/or computer courses in Microsoft Word, Excel , SharePoint and PowerPoint and other contemporary software.
• A minimum of four years’ experience in office administrative procedures and practices, of which a minimum of one year experience within an international or culturally diverse work environment is essential.
• Experience in the use of office automation techniques and contemporary software, particularly in Microsoft Word, Excel, SharePoint and PowerPoint is essential.
• Experience in website design, and other advanced software application, such as Photoshop Illustrator, Corel Draw, Acrobat and graphic design skills would be desirable.
Languages
Essential
Fluent reading, writing and speaking abilities in English.
Desirable
Knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a valid work permit.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of two 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. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
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 (G-4) Net Base Salary per annum (CAD 36,952)
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.
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. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.
DATE LIMITE : 06/04/2022.
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