Associate Programme Officer/Precis Writer
International Civil Aviation Organization (ICAO)
Montreal (Canada)

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 ICAO 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.

Reporting to the Chief of the Integrated Planning Unit (IPU) within ANB, the incumbent is primarily responsible for managing the planning, coordination and scheduling of the ANC sessional work programme, preparation of minutes of meetings of the ANC, and supporting the planning and coordinating of ANB involvement in the ICAO Assembly and related Safety and Air Navigation high-level meetings.

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Provides support to the Chief, Integrated Planning Unit (C/IPU) in his/her capacity as the Assistant Secretary of the ANC, achieving results such as:

Coordinate with ANB senior management, Bureaus/ Offices, and the Offices of the President of the Council and the Secretary General, to obtain, review and consolidate inputs, and contribute to the planning, coordination and scheduling of the sessional work programmes of the ANC;
Plan, coordinate and schedule meetings of the ANC, consolidating input from the President of the ANC, ANC Chairpersons, ANB management and other Secretariat members;
Plan, coordinate and schedule technical matters to be presented to the Council, the ICAO Assembly and other high-level meetings, consolidating input from the Offices of the President, the Secretary General, from President of the ANC, ANB management and other Secretariat members;
Identify potential risks that may delay ANC consideration and Council adoption of Annex and PANS amendments and subsequent delivery of these amendments to States, and implement mitigating action;
Identify potential risks to the timely availability of documentation for meetings of the ANC and the Council, and implement solutions to improve or develop streamlined procedures for monitoring progress in the development of such documentation;
Monitor the preparation of working papers, studies, etc. for the ANC, the Council and the ICAO Assembly relating to safety and air navigation matters, and managing any administrative and procedural matters as they arise;
Prepare Minutes of ANC meetings, on the basis of notes, verbatim transcripts and/or tapes;
Prepare corrigenda to the Minutes, and supervise the preparation of the final version of the approved Minutes of the ANC with subject index and electronic publishing;
Provide support in the planning and scheduling of the Laurel Award Committee meetings, including preparation of relevant documentation and arrangements for the Award presentations, coordinating as necessary with the President of the Air Navigation Commission and ANB management to ensure a successful award ceremony.

Function 2 (incl. Expected results)

Coordinates and supports ANB’s substantive contribution to the ICAO Assembly and ANB-related high-level Meetings (Category 2), under the guidance of the Chief, Integrated Planning Unit (C/IPU), achieving results such as:

Manage the planning and coordination of ANB preparations for, and participation in, sessions of the ICAO Assembly and high-level meetings, including in relation to the agenda, documentation, scheduling, staffing, reports, and advice on procedural matters, by managing and prioritizing the work of IPU support staff in coordination with C/IPU;
Identify potential risks to the timely availability of the ICAO Assembly and high-level meetings documentation in accordance with relevant rules, and recommend mitigating actions to C/IPU, senior management and others as necessary;
Recommend procedures to streamline the development and monitoring of documentation related to the ICAO Assembly and high-level meetings;
Collaborate effectively with the Offices of the President, the Secretary General, senior ICAO management, and chairpersons of the ICAO Assembly and high-level meetings, to ensure the efficient conduct of relevant ICAO meetings.

Function 3 (incl. Expected results)

Analyses procedural requirements and contributes to the development, coordination and implementation of Bureau-wide projects within ANB, under the guidance of Chief, Integrated Planning Unit (C/IPU), achieving results such as:

Monitor and assess emerging issues that impact procedures and processes and coordinate as needed the amendment of general administrative and procedural instructions and ANB Secretariat Instructions (ANSI);
Communicate procedural changes with ANB staff and others, including Office of the President, Office of the Secretary General, and President of the ANC;
Evaluate the internal administrative and procedural workflows of the ANB and develop improvements with a view to increasing overall efficiency.

Function 4 (incl. Expected results)

Analyses and reviews proposals related to the planning and coordinating of ANB input to the programme of ICAO Meetings, achieving results such as:

• Coordinate information from ANB management and ANC members on matters related to ICAO Meetings in Category 1 (ICAO Assembly Sessions and Diplomatic Conferences), Category 2 (Divisional Meetings, Regional Air Navigation Meetings, and Conferences), Category 3 (Panels, Committees and Groups) and Category 4 (Seminars and Symposia);

• Analyse expected deliverables from meetings to plan for Annex and PANS amendment proposals and their consideration by the ANC;

• Participate in the planning and scheduling of ICAO Meetings in Categories 1 to 4, described above, in coordination with the appropriate ANB focal point;

• Establish timelines for meeting preparations and identify potential risks to the successful achievement of those timelines through the use of project management tools.

Function 5 (incl. Expected results)

Coordinates, reviews and consolidates ANB inputs to the Annual Report of the Council and other documents, including the sessional work programmes of the Council, sessional reports on Council Decisions for Action (CDFAs), under the guidance of the Chief, Integrated Planning Unit (C/IPU), achieving results such as:

Collect technical input from ANB Sections for the Annual Report and other documents and assess its suitability for inclusion in the Annual Report and other documents;
Edit and rewrite technical input for the Annual Report and other documents for clarity, as appropriate for each, write and edit technical input from ANB to the Annual Report of the Council, which provides States and others concerned with an overview of ICAO’s work during the year under review; and
Draft and/or edit text for other documents such as State letters, electronic bulletins, Council working papers, ANC working papers and speeches.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

An advanced-level university degree (Master’s degree or academic equivalent) in business administration, management, or related field, is required. A first-level university degree in combination with two additional years of qualifying experience in business administration, management, or related field, may be acceptable in lieu of the advanced university degree.

Professional experience

Essential

A minimum of two (2) years’ experience in supporting programme requirements and practices related to international civil aviation, preferably in the safety and/or air navigation area, including project management and administration.
Experience in technical writing and editing of complex technical documents.
Experience in planning and coordinating documentation in multiple languages for high-level technical conferences.
Experience in servicing international meetings, seminars, symposia or projects, and in preparing working documentation, including technical reports, studies and publications, for such events/activities.

Desirable

Experience in supervising and coordinating the work of staff, when necessary.
Experience in supporting the substantive work of the ICAO Assembly and ICAO governing bodies, such as Council or the ANC.

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: Ability to synthesize and consolidate different points of view from complex technical meetings. 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.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

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 + Post Adjustment(net)

P2 USD $56,046 USD $ 18,103

(*) Post Adjustment is subject to change.

HOW TO APPLY

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

ICAO 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.

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.

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.

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