Job Opening

Posting Title: Programme Assistant, G5
Job Code Title: Programme Management Assistant
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 16 November 2021 - 30 November 2021
Job Opening Number: 21-Programme Management-ICAO-168681-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 Implementation Support and Development Section - Security (ISD-SEC), Aviation Security and Facilitation, Air Transport Bureau.

The ISD-SEC Section is responsible for supporting ICAO Member States in their endeavours to implement Annex 17 — Security and Annex 9 — Facilitation Standards and Recommended Practices (SARPs), and corrective action plans for the rectification of deficiencies primarily identified by the ICAO Universal Security Audit Programme audits, in order to assist them in meeting their aviation security obligations. The Section fosters partnerships and other collaborative agreements among States, industry, international financial institutions and other stakeholders in coordinating security assistance projects. In collaboration with the Global Aviation Training Office (GAT), ISD-SEC is responsible for the technical development, validation and maintenance of Aviation Security Training Packages (ASTPs) to be consistent with the ICAO Civil Aviation Training Policy, as well as the implementation of the ICAO aviation security training programme, coordination of the worldwide network of ICAO Aviation Security Training Centres (ASTCs), development and maintenance of aviation security related workshops, and training related guidance material on AVSEC for use by States, airports and airlines.

The incumbent reports directly to the Chief, Implementation Support and Development Section - Security (ISD-SEC), from whom s/he seeks advice and guidance on difficult or challenging tasks/projects. The Chief, ISD-SEC is responsible for providing instructions, assigning tasks, determining priorities, and evaluating the performance of the incumbent.

Responsibilities

Function 1 (incl. Expected results)
Contributes to the management of the AVSEC Training Programme, achieving results such as:
• Act as focal point for all administrative and procedural matters for the AVSEC Training Programme.
• Manage and update, the AVSEC Training Work Programme database.
• Review, proofread, and edit correspondence and documentation generated from the AVSEC Training Programme.
• Draft and edit all training-related correspondence, ensuring correct syntax and grammar as well as consistency with ICAO procedures, practices and style.
• Ensure adequate and timely response to inquiries from States, airports and airlines received through the ISD-SEC inbox regarding AVSEC training material and courses.
• Manage all sales requests received through the ISD-SEC inbox and coordinate with other Bureaux and Sections to ensure that training material is provided to the customer. Maintain records of requests received for sales of training materials.

Function 2 (incl. Expected results)
Contributes to the development of Aviation Security Training Material, achieving results such as:
• Revise, edit, format, and proofread all training material produced from the technical review of Officers, to include: PowerPoint presentations, instructors guides, handouts, exercises and tests, to ensure their standardization, quality and accuracy.
• Prepare ASTPs, workshops and other training material for translation, to include: the compilation and assembly of documents, and the creation or modification of design and graphics for PowerPoint presentations.
• Manage the translation and production of training material with relevant Bureaux and Sections, Including submission of the final approved material through Hummingbird/EDEN systems for translation and printing.
• Manage the ISD-SEC library of training-related material to ensure that Officers, ASTCs and AVSEC Instructors, have access to the most recent and valid training material.
• Facilitate information-sharing with Officers, ASTCs and AVSEC Instructors, by maintaining the ISD-SEC library of training-related material with the most current and valid information.

Function 3 (incl. Expected results)
Assists in the management of the ASTC network operation, achieving results such as:
• Manage the administrative needs of AVSEC Instructors prior to, and following the conduct of training within the ASTC Network.
• Manage the database of participants for the AVSEC Training Programme activities.
• Draft invitation letters that are sent through the Regional Offices in support of the annual ASTC Network training schedule.
• Coordinate with the Global Aviation Training (GAT) Office to ensure the smooth coordination of training material and ASTC endorsement processes.

Function 4 (incl. Expected results)
Performs quality control, and reports on quality control activities, with respect to AVSEC training events, achieving results such as:
• Analyse and report on feedback submitted by instructors from all training events to ensure continuous improvements are made to training events and material.
• Analyse and report on feedback submitted by participants for all training events to ensure continuous improvements are made to training events and material.
• Analyse and report on feedback submitted by ASTCs for all training events to ensure continuous improvements are made to training events and material.
• Update all training material based on validated feedback received from AVSEC training event reports.

Function 5 (incl. Expected results)
Manages the ASTC network and AVSEC Instructor databases, achieving results such as:
• Maintain and update the ASTC Network website on the ICAO Secure Portal, and the relevant ICAO public website pages, to ensure that the most current and accurate training material, ASTC Network course schedule, ASTC reports, ASTC contact information and relevant documents are available.
• Manage the AVSEC Instructor database to ensure that Officers have the most recent and valid information when tasked with providing mission-related logistical support to short-term experts.

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

Competencies

Professionalism: Strong office management/coordination and communications skills. Strong computer skills and extensive knowledge of MS Office. Initiative and proactive approach to tasks. Sound judgment, thoroughness, accuracy, attention to detail and flexibility. Understanding of the international environment and ability to deal with sensitive and confidential matters with diplomacy and tact. 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.

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.

Education

Essential
Secondary level education with additional training or certification in office management, business administration, secretarial studies, or in a related field.

Work Experience

At least five (5) years of experience in secretarial/administrative positions is required.

Experience in preparing correspondence and reviewing reports and presentations is required.

Experience in using SharePoint applications is desirable.

Demonstrated professional experience in editing and excellent attention to detail is desirable.

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).

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 position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

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).

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 2001 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
per annum
G-5 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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