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 is responsible for providing technical guidance 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) that monitors all Member States on a continuous basis

The incumbent will report to the Chief, Integrated Planning Unit (IPU) and is primarily responsible for providing technical assistance and administrative support to the ANB Sections, and others concerned, in the efficient and effective delivery of the air navigation work programme. It is expected that the incumbent will work independently on day-to-day tasks in consultation with the Senior Technical Associates, Programme Officer/ Precis Writer (PO/PW) and C/IPU, on sensitive matters.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)

Supports the preparation of amendments of Annexes to the ICAO Convention on International Civil Aviation, Procedures for Air Navigation Services (PANS) and, where required, Regional Supplementary Procedures (SUPPs) and Technical Instructions (TIs), in support of the efficient and effective delivery of the air navigation work programme (ANWP) of the Air Navigation Bureau (ANB), achieving results such as:

• Coordinate and prepare amendments and corrective actions to Annexes, PANS, SUPPs and TIs together with the concerned Sections of ANB, with guidance from Senior Technical Associates when required, and in consideration of established schedules and priorities;
• Draft working papers or other relevant documentation (e.g. memoranda) for the concerned Sections of the ANB on amendments to the above-mentioned ICAO provisions, and for future consideration by the Air Navigation Commission (ANC), the Council and/or the Office of the President of the Council;
• Assist the Sections of the ANB in the consolidation, editing and checking for consistency of replies from States and international organizations on amendment proposals to the above-mentioned ICAO provisions;
• Prepare green (initial) and blue (final) cover versions of the adopted/approved amendments to the Annexes, as well as any subsequent addenda or corrigenda, and ensure that the ICAO Annex Manager System (IAMS) records are updated accordingly in a timely and accurate manner so as to reflect the applicable ICAO provisions;
• Prepare State letters of adopted/approved amendments to the above-mentioned ICAO provisions; and
• Liaise with the Documents Management and Outsourcing Unit (DMO) or others concerned in respect of the production and distribution of the above-mentioned ICAO provisions.

Function 2 (incl. Expected results)

Assists with the production and distribution of safety and air navigation-related ICAO provisions and other documentation produced by the Air Navigation Bureau (ANB), achieving results such as:

• Monitor for changes in the scheduling of Air Navigation Commission (ANC) and Council working papers (AN-WPs and C-WPs) and in the amendment to ICAO provisions, and provide updates to the periodic “Forecast of Documentation” requested by the Documents Management and Outsourcing Unit (DMO) Section;
• Review text for consistency and comprehensibility, editing text for substance and clarity, correcting syntax and stylistics, grammar, punctuation and idiomatic usage, and for conformity with prescribed style; and
• Ensure appropriate liaison with the DMO Unit and the Editorial (EDL) Unit to facilitate the processing of safety and air navigation-related documentation produced by the ANB and published by ICAO.

Function 3 (incl. Expected results)

Assists with the programme management of the Air Navigation Bureau (ANB) and the Organization in general, achieving results such as:

• Provide technical assistance in the production and delivery of elements contained within the air navigation work programme (ANWP) of the ANB, as it relates to the triennial Business Plan of ICAO;
• Monitor the content of the ANWP, including the deliverables, elements, assignments and deadlines contained therein and updates/amendments thereto, and support Section Chiefs and/or Technical Officers of the ANB with necessary and timely support on outstanding matters should the need arise;
• Provide support, as necessary, to Section Chiefs and/or Technical Officers of the ANB in the drafting of presentations or charts using contemporary software, for internal or external consumption;
• Prepare routine administrative reports, such as material for inclusion in the Annual Report to the Council, with guidance from Senior Technical Associates, when requested; and
• Perform ad hoc research, when requested, on relevant aspects of studies being undertaken by Section Chiefs and/or Technical Officers of the ANB.

Function 4 (incl. Expected results)

Facilitates the administrative arrangements for Category 1 (Assembly Sessions and Diplomatic Conferences) and Category 2 (Divisional Meetings, Regional Air Navigation Meetings, and Conferences) ICAO meetings involving the Air Navigation Bureau (ANB), achieving results such as:

• Assist in the processing of working papers for Category 1 and 2 meetings, prepared by the Secretariat, States and/or international organizations, as well as in the preparation of the final meeting report; and
• Assist in the preparation of AN-WPs and C-WPs on the follow-up of Category 1 and 2 meeting recommendations, with guidance from Senior Technical Associates, and monitor the follow-up action as necessary.

Function 5 (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 international relations, administration, social sciences, or in a related area
• Project management certification (i.e. Prince II).

Professional experience

Essential

• A minimum of six (6) years of relevant experience in administrative work, four (4) of which must have been with the Organization, a government, or an international organization with increasing levels of responsibility.
• Experience in office administrative procedures and practices, organization and maintenance of technical records and the preparation of data for inclusion in documentation.
• Experience in the use of personal computers and relevant contemporary software.

Desirable

• Experience in programme/project management.
• Experience in the United Nations Common system.

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: 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.

CONDITIONS OF EMPLOYMENT

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-6 per annum

CAD $55,741

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.