JOB DESCRIPTION

Special Notice:

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

ICAO Core Values: Integrity, Professionalism, Respect for Diversity.

THE ORGANIZATIONAL SETTING

The Air Navigation Bureau (ANB) in ICAO provides technical advice to the Air Navigation Commission (ANC), the Council, and the Assembly. ANB provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. The Bureau also manages the ICAO Universal Safety Oversight Audit Programme (USOAP), which monitors all Member States on a continuous basis.

ANB supports ICAO”s crisis preparedness and response and, in some cases, leads its management. Activities include the following: Maintaining a comprehensive and adaptable framework within ICAO that will allow it to support States, as necessary, in meeting their obligations to the Annexes to the Chicago Convention, as well as obligations in other sectors such as international health regulations, in developing, promulgating and implementing relevant contingency and emergency plans. The overarching framework [in development] will contain a governance structure, as well as coordination and communication strategies. It will also seek to improve response capabilities by States in the face of various crises, including disruption, or potential disruption, of airport or air traffic management and related support services, health-related crises (e.g., pandemics), and humanitarian-related crises (e.g., natural disasters).

The Air Traffic Management (ATM) Section is responsible for promoting the ICAO vision for a global ATM system on the basis of the Global ATM Operational Concept (Doc 9854), and supports States, air navigation services providers, aerodrome operators and air operators in improving safety and reducing congestion and impact of delays by developing SARPs, PANS and guidance for en route, terminal and ATM-related aerodrome operations. It advises States, ICAO Council and ANC on air traffic management (ATM) and search and rescue (SAR) matters with overall responsibility for Annex 2 — Rules of the Air, Annex 10 — Aeronautical Telecommunications, Volume II — Communication Procedures, including those with PANS status, Annex 11 — Air Traffic Services, Annex 12 — Search and Rescue, the Procedures for Air Navigation Services — Air Traffic Management (PANS-ATM, Doc 4444), the Procedures for Air Navigation Services – ICAO Abbreviations and Codes (PANS-ABC, Doc 8400), the Regional Air Navigation Plans (ANPs) and the Regional Supplementary Procedures (Doc 7030). It is also responsible for contingency planning and crisis management, as well as coordination with the International Maritime Organization (IMO) and liaison with the COSPAS-SARSAT Council to optimize the establishment, maintenance and operation of SAR services.

The incumbent directly reports to the Chief, Air Traffic Management (C/ATM), with whom the incumbent consults on complex technical and administrative issues and provides efficient administrative support to carry out the Section’s multidisciplinary work programmes.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)

Contributes to the management and monitoring of tasks of ATM work programmes, achieving results such as:

• Monitor the progress of tasks and maintain efficient tracking of urgent and outstanding tasks related to ATM work programme and working papers;
• Support the planning and scheduling of the ICAO meetings that the ATM Section is responsible for (conferences, symposia and expert group meetings, etc.); and

Function 2 (incl. Expected results)

Contributes to the production of documentation and reviews, proofreads as well as edits to all documents originated from the ATM Section, achieving results such as:

• Draft correspondence ensuring accuracy and conformity to the highest organizational standards.
• Assist in proofreading and formatting Council/Commission working papers, reports, briefing notes, power point presentations, etc. on subjects related to ATM work programme.
• 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.
• Assemble/collate and proofread relevant input of the ATM Section for ICAO publications, such as the Annual Council report and the ICAO Safety Report as well as external publications concerning ATM activities and liaise with parties concerned.

Function 3 (incl. Expected results)

Provides administrative/logistical support for the management of the expert groups of the ATM Section (ATMOPSP, ATMOPSP-WTSWG, ATMRPP, CP-OPDLWG, ICAO/IMO JWG-SAR, SASP, RMACG), achieving results such as:

• Provide logistical and administrative support to the expert groups of the ATM Section;
• Provide technical assistance to the production and delivery of work programme elements by the expert groups of the ATM Section;
• Process and manage membership changes in accordance with the established procedures;
• Draft letters, memoranda, and various correspondence in accordance with ICAO practices and procedures;
• Assist Secretaries of the expert groups in maintaining the websites of expert groups, including updating relevant information and uploading working papers, etc.;
• Edit and format meeting documentation (working and information papers and reports);
• Liaise with ICAO Conference Services or hosting States/organizations for the logistical arrangements necessary for convening expert group meetings; and
• Assist in collecting, preparing and distributing documentation related to expert group meetings.

Function 4 (incl. Expected results)

Provides technical and administrative support to the ATM work programme achieving results such as:

• Monitor the correspondence to/from the ATM inbox, and provide effective records management;
• Monitor, open, rearrange, close, transfer, re-route and maintain files pertaining to subjects dealt with by the ATM Section;
• Support C/ATM by tracking task progress and taking follow up action, as required, to respect deadlines;
• Support C/ATM on human resources matters for the ATM Section;
• Support the processing of proposals for amendments (PfAs) to the regional air navigation plans, including the incorporation of approved PfAs into the master copies;
• Support managing the Wake Turbulence Encounter Reporting (WTER) portal, including the follow-up with the originators for any clarification;
• Act as the point of contact between the ATM and OPS Sections to support the coordination of the Doc 8643 and the portal concerning wake turbulence categories and groups;
• Submit hardware and software forms for the ATM Section, and coordinate with ICT and the Office of D/ANB;
• Submit jobs for translation and editing through the Electronic Documents and Enquiry Network (EDEN), and liaise with DMO to ensure timely translation and production of material.

Function 5 (incl. Expected results)

Provides administrative support for pre-meeting/event preparations, achieving results such as:

• Assist in the preparation of conferences/workshops/symposia organized by the ATM Section;
• Liaise with relevant parties of Headquarters (CDI, LEB, ADB) and Regional Officers on related events;
• Coordinate and manage the logistical arrangements for related events; and
• Coordinate and manage the development and update of the meeting/event websites.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

High School Diploma or equivalent is required.

Desirable

• Diploma of college studies (DEC) or a first-level university degree in public or business administration, or related field, is desirable.
• Completion of training or certification in public or business administration, and/or in office automation and/or computer courses in Microsoft Word, Excel, SharePoint and PowerPoint and other contemporary software is preferred.

Professional experience

Essential

• A minimum of five (5) years’ experience in office administrative procedures and practices.
• Experience in the use of office automation techniques and contemporary software, particularly in Microsoft Word, Excel, SharePoint and PowerPoint.
• Experience working in an international or culturally diverse work environment.

Desirable

• Experience in website design, and other advanced software application, such as Photoshop Illustrator, Corel Draw, Acrobat and graphic design skills.
• Experience in project initiation and management.
• Experience in providing input for or drafting programme/project documents.
• Experience in drafting or proofreading correspondence, working papers, reports etc.
• Experience in supporting the organization and convening a global or regional event.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

COMPETENCIES

Professionalism: Sound knowledge of the rules, regulations and procedures of ICAO; familiarization with the ICAO internal processes; ability to perform a broad range of administrative functions. 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.

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.

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.

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.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

CONDITIONS OF EMPLOYMENT

In order to be eligible for this position, applicants must be either Canadian citizens or Permanent Residents of Canada.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 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, in accordance with the provisions of the ICAO service code.

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 Net Base Salary

G-5 per annum

CAD $51,045

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit: ICAO Careers website.

NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.