Job Opening

Posting Title: Programme Associate, G6
Job Code Title: Programme Management Assistant
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 18 November 2021 - 02 December 2021
Job Opening Number: 21-Programme Management-ICAO-168864-R-Montreal (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Facilitation (FAL) Section of Aviation Security and Facilitation (ASF) in the Air Transport Bureau (ATB), is one of the four sections, which are charged with delivering results with respect to ICAO’s Strategic Objective – Security and Facilitation. Its primary responsibility is to develop and update Standards and Recommended Practices (SARPs) related to the facilitation of the international air transport system, found in Annex 9 — Facilitation to the Convention on International Civil Aviation, and to support Member States with their implementation of SARPs. The Section manages and oversees the work programme of the Facilitation Panel (FALP) and their respective working groups, and leads the Facilitation Division. The Section is equally responsible for activities related to the operation of the ICAO Public Key Directory (PKD) and the ICAO Traveller Identification Programme (ICAO TRIP) Strategy, which includes the development of specifications for Machine Readable Travel Documents (MRTD), published as Document 9303, the work programme of the Technical Advisory Group on Traveller Identification Programme (TAG/TRIP) and its working groups. It provides support to the Assembly, Council, Air Transport Committee (ATC) and the PKD Board.. The Section is also responsible for providing assistance to States in implementing Annex 9 SARPs, and oversees the respective States’ compliance.

The incumbent reports directly to the Chief, Facilitation Section (C/FAL), from whom s/he seeks advice and guidance on assignments and provides support to the Chief and other staff within FAL.

Responsibilities

Function 1 (incl. Expected results)
Provides timely processing of proposed amendments to Annex 9 and the Facilitation Manual (Doc 9957), achieving results such as:
• Establish and oversee production workflow for Annex 9 amendments.
• Draft initial working papers and correspondence relating to the proposed Annex amendment.
• Evaluate, track, and monitor responses from States, Panels and Working Groups related to a proposed Annex 9 amendment.
• Review and edit air transport facilitation guidance material and make recommendations for improvement.
• Contribute to the development and maintenance of the Electronic Filing of Differences (EFOD) system and Track Annex 9 differences reported by States through EFOD.

Function 2 (incl. Expected results)
Performs quality control functions for all documentation and publications emanating from FAL, achieving results such as:
• Validate, draft, and edit a variety of documents and publications for accuracy and completeness in accordance with ICAO prescribed style and standards.
• Coordinate technical input for preparation of briefing material, which includes verifying States status in relation to Facilitation issues.
• Responsible for monitoring work priorities to ensure all deadlines are met.
• Submit translation jobs to the Electronic Documents and Enquiry Network (EDEN) in accordance with ICAO prescribed policies and liaise with Languages and Publications (LP), as necessary.

Function 3 (incl. Expected results)
Provides effective assistance and support to ICAO deliberative bodies (Panel, Working Groups and Air Transport Committee), achieving results such as:
• Prepare initial drafts of pre and post meeting documents, reports, summaries, oral reports of chairpersons, speaking notes, in coordination with other sections and bureaus.
• Oversee and follow-up to ensure all documents are issued and posted.
• Provide technical assistance for meetings.
• Evaluate and organize content for web publication within the secure portals.
• Ensure that aviation security information on public and secure websites is up-to-date.
• Initiate the preparation of the Order of Business for ATC meetings for approval.

Function 4 (incl. Expected results)
Develops and participates in the preparation and distribution of documentation for States and ICAO deliberative bodies (FAL Panel, ATC, Council and Assembly), achieving results such as:
• Liaise with LP with regard to the provision of documents and related material required for interpretation during meetings.
• Develop and maintain a record of potential items for the ICAO deliberative bodies; establish and maintain records of progress on the subjects.
• Prepare and compile reference material, as required.
• Initiate and draft correspondence in relation to FAL Panel membership.

Function 5 (incl. Expected results)
Supports the administrative aspects of Planning and Organizing FAL work and meetings, achieving results such as:
• Review, compile and monitor the content of the FAL work programme, including the deliverables, elements, assignments and deadlines contained therein and support the Senior Technical and Programme Associate and Technical Officers to ensure suitable and timely actions on outstanding matters.
• Liaise with other offices on meeting facilities and requirements, building access and visa assistance requests for delegates.
• Conduct research on various aspects of Facilitation work in general, as necessary.
• Provide advice on standing office practices, standards of work and working methods.
• Maintain and update the FAL Section procedures and guidelines.

Function 6 (incl. Expected results)
Performs other duties, as assigned, relating to areas of FAL responsibilities, achieving results such as:
• Handle internal and external queries relating to the areas of responsibilities or expertise of the Section; and
• Act as a backup when the PKD and/or the TRIP associate is away from the office.

Competencies

Professionalism: Comprehensive knowledge of ICAO's activities, practices and procedures in particular with respect to the Council and its Committees. Familiarity with air transport facilitation subjects/terminology. 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.

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.

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

A diploma of College Studies (DEC) or equivalent education is required.

Work Experience

Essential:
Six years of relevant experience.

Proficiency with office automation equipment and contemporary software.

Understanding of the international environment and ability to deal with sensitive and confidential matters with diplomacy and tact

-
Desirable:
Four years of relevant experience with the Organization, an international organization or a government, in positions of increasing levels of responsibility.

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 valid work permit.

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).

Remuneration:
Level: G-6
Net Base Salary per annum: CAD 44,077

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.

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