Job Opening

Posting Title: State Letter Coordinator, G5
Job Code Title: Programme Management Assistant
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 15 November 2021 - 30 November 2021
Job Opening Number: 21-Programme Management-ICAO-168536-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 Records Management System Unit (RMS) is subordinate to the Business Applications and Services Section (BAS), part of information Management and General Administration Services (IAS) within the Bureau of Administration and Services in (ADB) in ICAO.
The Unit is responsible for the provision of electronic Records Management (RM) services and Archives for Bureaus at Headquarters and of RM services to Regional Offices. RMS Unit is also responsible for the distribution of State letters and Electronic Bulletins to States and International Organizations. The RMS Supervisor (S/RMS) reports directly to Head, BAS (H/BAS) and supervises a State letter Coordinator, a Records coordinator, a Registry Clerk, an Archives Clerk, a Digital Capture Assistant and two Digital Capture Clerks.
The incumbent of the position reports directly to the Supervisor, Records Management Systems Unit (S/RMS), with whom s/he consults on complex cases.

Responsibilities

Function 1 (incl. Expected results)
Coordinates the distribution of State Letters (SL) and Electronic Bulletins (EB), achieving results such as:
• Coordinate the paperless processing of SL and EB with originators through the State Letter System (SLS) and Electronic Documents & Enquiry Network System (EDEN) without direct supervision.
• Based on originators’ submissions of new SL or EB to EDEN, create specific web sites for the selection of recipients by the Originators. Monitor correspondence deadlines and ensure originators’ compliance.
• Support SL/EB originators on the selection of recipients and coordinate SL/EB matters with Documents Management and Outsourcing Unit (DMO), Web Management Unit (WMU) and external SL Coordinators through direct contact, e-mail or electronic workflows.
• Compose SL/EB email for verification and approval by originators before distributing SL/EB via e-mail to external SL Coordinators in States and International Organizations.
• Maintain records of SL/EB correspondence along with distribution reports in the appropriate RMS registry file.

Function 2 (incl. Expected results)
Records official correspondence, reporting progress and exceptions to S/RMS, achieving results such as:
• Classify and file official email and e-fax correspondence according to the File Guide for recording into the Records Management System (RMS).
• Capture official paper correspondence through scanning and optical character recognition, classify correspondence according to the File Guide and submit the resulting record for validation.
• Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.
• Identify official paper correspondence as vital records, classify and submit them to The Central Registry Information System (REGIS) for Legal Affairs and External Relations Bureau (LEB) and Office of the Secretary General (OSG).

Function 3 (incl. Expected results)
Provides research services for records and archives, achieving results such as:
• Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.
• Research diverse information sources such as registry files; archives in paper, microfilm and electronic form; and the Internet, compiling and delivering suitable results in the form of references and documents to users.
• Capture paper material when required, through scanning and optical character recognition, to deliver research results to users in electronic form.

Function 4 (incl. Expected results)
Manages distribution lists, achieving results such as:
• Maintain contact lists of external State Letter Coordinators from Member and non-Member States and International Organizations for distribution of SLs and EBs.
• Monitor distribution reports for invalid email addresses requiring updates and seek alternative contacts for corrective action.
• Monitor contact information changes of State Letter Coordinators in the Directorates General of Civil Aviation (DGCA) and update contact lists accordingly.
• Monitor incoming update message updates of International Organizations State Letter Coordinators contact information and update SLS contact lists accordingly.

Function 5 (incl. Expected results)
Supports archives operation requests, achieving results such as:
• Respond to user requests for archives, including loan of files, preservation and disposition forms.
• Apply disposition actions to archives, in line with retention schedule.
• Re-organize the archive storage space as needed.

Function 6 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Sound knowledge of documentation and records management. Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word. 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.

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.

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.

Education

Essential:
Completion of Secondary education

Desirable:
A diploma of college studies (DEC), or equivalent, in a related field or recognized qualifications in records management and information management.

Work Experience

Essential:
• A minimum of five years’ experience of relevant practical experience.

• Experience with State Letter business processes.

• Experience with digital capture of documents and record classification.

• Experience with information research on historical sources.

• Experience on following and applying organization policies, guidelines and procedures.

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Desirable:
• Experience within the United Nations system or in an international organization, in Records Management and Archives.

Languages

Essential:
Fluent reading, writing and speaking abilities in English.

Desirable:
A working knowledge of another language 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

Applicants must hold either Canadian citizenship or Canadian Permanent Residency in order to be eligible for this position.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).

Remuneration:
Level G-5
Net Base Salary per annum CAD 40,362

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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