Job Opening

Posting Title: Aviation Security Programme Assistant, G4
Job Code Title: Programme Management Assistant
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 29 April 2021 - 16 May 2021
Job Opening Number: 21-Programme Management-ICAO-154829-R-Montreal (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Aviation Security Policy (ASP) Section of Aviation Security and Facilitation (ASF), Air Transport Bureau is responsible for developing new and amended Standards and Recommended Practices (SARPs) relating to the security of the international air transport system; and is responsible for the maintenance of Annex 17 – Security. The Section also oversees the work programme of the Aviation Security (AVSEC) Panel of experts and its Working Groups as well as provides Secretariat support to the Secretariat Study Group on Cybersecurity (SSGC). The ASP Section is also responsible for the update and maintenance of AVSEC guidance material, including the Aviation Security Manual (Doc 8973), as well as relevant websites and portals. In addition, the Section provides support to the Assembly, Council, the Committee on Unlawful Interference (UIC) and the International Explosives Technical Commission (IETC).

The incumbent reports to Chief, Aviation Security Policy Section (C/ASP) from whom she/he seeks advice and guidance on assignments and provides support to the other staff within the ASP Section.

Responsibilities

Function 1 (incl. Expected results)

Provides administrative and clerical support to the ASP Section, achieving results such as:
•Handle, organize and manage physical and electronic files in a number of categories, including through the ICAO electronic documents and records management system;
•Format and/or proofread working papers, reports, briefing notes, PowerPoint presentations, letters, memoranda, etc. in accordance with ICAO practices and procedures;
•Respond to general routine queries and correspondence; and
•Arrange for the translation of Council Working Papers (C-WPs) and other documentation with a mark-up for electronic submission, coordinating with Documents Management and Outsourcing Unit (DMO) in order to meet deadlines.

Function 2 (incl. Expected results)

Updates conference/panel/study group meeting websites and portal sites, achieving results such as:
•Keep up-to-date the ASP Section database and operational spreadsheets, for the Aviation Security Panel Working Groups and the ASP Section schedule of meetings, events and missions;
•Assist ASP staff on ad hoc requests for the creation and update of their websites;
•Update the information contained in the Aviation Security Applications Platform, including the acts of unlawful interference database and the Point of Contact network; and
•Collect and collate content for publication on ICAO public webpage using SharePoint.

Function 3 (incl. Expected results)

Provides assistance, advice and guidance to ASP Professional (P) and General Service (GS) Staff on administrative procedures, achieving results such as:
•Prepare for and service meetings by reserving conference rooms and arranging related services;
•Coordinate meetings and appointments as instructed;
•Assist in the preparation and conduct of Point of Contact network regional and global tests;
•Keep up-to-date on policies and procedures and carry out the necessary administrative paperwork (including attendance reports and coordinating mission travel justifications); and
•Provide administrative guidance to Technical Officers on managing and maintaining their portal sites and related administrative procedures.

Function 4 (incl. Expected results)

Provides administrative support for meeting preparations, achieving results such as:
•Assist ASP staff with pre-meeting preparations, ensuring accurate and timely production of meeting documentation, including presentations and programmes for delegates; and
•Prepare, proofread, collate and disseminate relevant documentation;
•Coordinate requirements for all meetings, including the annual Symposium, such as the preparation of invitation letters, preparation of internal correspondence, coordinate and maintain the event programme;
•Coordinate and submit forms for meeting and service approvals, coordinate with other ICAO sections to ensure services are confirmed;
•Ensure that pre- and post-meeting documentation is posted on the respective websites;
•Coordinate and maintain the online database for pre-registrations of conferences/symposia in coordination with ASP Staff; and
•Liaise with Events Organizer for data from online pre-registration of conferences/symposia for statistical and protocol purposes.

Function 5 (incl. Expected results)

Contributes to the daily functioning of the ASP Section, achieving results such as:
•Answer, transfer and/or channel phone calls;
•Welcome and guide visitors, workers and technicians, etc;
•Maintain the ASP Section electronic inboxes for proper dissemination of information and correspondence;
•Update the Section Standard Operating Procedures manual, as appropriate; and
•Track staff annual leave and maintain spreadsheet.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge of office automation techniques, equipment and contemporary computer software for text/data processing and contemporary software; 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.

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.

Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Accountability: Takes ownership of all responsibilities and honors 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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of four years of experience in administrative support in a public or private organization is required.
Experience in using MS Office and the maintenance of records is required.
Experience in preparing official correspondence is required.

Languages

Essential
Fluent reading, writing and speaking abilities in English.

Desirable
Knowledge of any of the following languages of the Organization. (Arabic, Chinese, French, Russian, Spanish).

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Please note that this is a locally-recruited ICAO post, based in Montréal, that is restricted to Canadian Citizens, Permanent Residents of Canada or holders of a valid work permit for Canada or Quebec.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (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 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.

Net base salary per annum for G-4: CAD 35,632

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.

No Fee

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.

Sorry, this job opening is no longer available.
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