Job Opening

Posting Title: Training Implementation Associate, G6
Job Code Title: TRAINING ASSISTANT
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 15 September 2022 - 02 October 2022
Job Opening Number: 22-Human Resources-ICAO-191035-R-Montreal (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

Within the Technical Cooperation Bureau (TCB), the Global Aviation Training (GAT) Section, is responsible for the planning, management and coordination of all ICAO aviation training activities ensuring the efficient, effective and harmonized implementation of the ICAO Training Policy and response to training needs of Member States, international and regional organizations, aviation industry and other partners. GAT is the ICAO focal point of contact for all training and associated activities. It comprises three units: Training Operations (TOP), Training Assessments and Consultancy (TAC) and Training Design and Development (TDD).

The incumbent will report to the Coordinator Training Operations and Instructional Design Specialist who is responsible for assigning tasks, deciding on priorities, providing instructions on special tasks, and evaluating results. The incumbent also consults with other officers from the Global Aviation Training (GAT) Section who may also adjust day-to-day activities. S/he is expected to demonstrate initiative and autonomy for contingency management and to determine her/his own priorities based on the work in progress when faced with various conflicting requirements. S/he ensures the coordination of training processes and provides regular progress reports on her/his training activities during operations coordination meetings.

Responsibilities

Function 1 (incl. Expected results)
Manages the annual training implementation plan in assigned ICAO Regions, achieving results such as:
• Manage training requests emanating from the assigned region and/or assigned Regional Offices, the States and/or the TRAINAIR PLUS Programme (TPP) Members in those regions.
• Interact with TRAINAIR PLUS Members, other training organizations, or Member States, in the assigned ICAO Region to collaborate in the identification of training needs and to propose training solutions that meet their needs.
• Consider and reflect training needs identified by Assessment Officer(s) and Regional Offices.
• Provide appropriate responses to queries and requests.
• Conduct the planning of training activities in the assigned Region and coordinate corresponding promotional strategies.
• Participate in the Civil Aviation Training Centres (CATAs) regional meetings organized by the assigned Regional Offices and report developments on the TPP network and training activities.
• Report to the supervisor on the training activities in the assigned Region.
• Support the implementation of the Training Needs Analysis (TNA) methodology and application tool.

Function 2 (incl. Expected results)
Coordinates the training implementation in the assigned ICAO Regions as well as in ICAO Headquarters, achieving results such as:
• Manage the coordination and delivery of the training activities in the assigned Regional Offices, the Member States and/or TPP Members, as well as in the ICAO Headquarters.
• Develop, plan and monitor yearly training schedules in the corresponding Regional Office, Member States and TPP Members.
• Prepare and implement promotion plans for confirmed course deliveries under his/her portfolio to ensure registration targets are met.
• Produce training proposals, including elaboration of course budgets in line with the GAT Pricing Policy and follow up with customers to ensure timely approval of proposals.
• Produce Training Service Agreements (TSAs, working arrangements and supporting documentation tailored to the requesting entity training needs.
• Generate invoices for course deliveries, in coordination with GAT’s finance focal point and communicate with States, Training Centres and participants to ensure timely collection of outstanding invoices.
• Coordinate the invoicing and payment of training activities under TCB projects.
• Support and assist activities related to design, review and translation of courses under the assigned portfolio, including liaison with SMEs, instructors, in coordination with the corresponding ICAO Bureau.
• Produce correspondence related to the delivery of training courses including invitation letters, interoffice memoranda (when applicable).
• Coordinate the implementation of the training portfolio with academic institutions for undergraduate and post graduate programmes.
• Coordinate the design and production of flyers, brochures or other promotional materials for courses under his/her portfolio, by consolidating technical input and graphic design requirements from relevant training officers, to be provided to the graphic designer.
• Coordinate the availability of instructors and liaise with appointed instructors to ensure their access to required documentation for the course delivery.
• Process recruitment of technical experts (i.e. instructors, validators etc.) through appropriate channels.
• Coordinate the production of trainee material, instructor guides, examinations and feedback forms for every training delivery and their shipment to host training centres.
• Coordinate the provision of services with supplier(s) for training delivery (i.e. for refreshments), ensuring procurement rules and procedures are respected. Ensure payments of suppliers are processed in a timely manner.
• Oversee the registration process for courses under her/his portfolio and ensure an updated registration list is maintained.
• Generate web-based training statistical reports addressing registrations, successful completion ratios, feedback from trainees etc.
• Prepare reports identifying technical content issues related to the training delivered, to be addressed by GAT Training Officers.
• Coordinate the implementation of the ICAO Post Training Evaluation Methodology for courses under his/her portfolio.
• Coordinate the implementation of the training portfolio with academic institutions for undergraduate and postgraduate programmes.

Function 3 (incl. Expected results)
Coordinates Assessments and Consulting Services activities, achieving results such as:
• Generate the assessment invoices and coordinate and generate the assessment mission costs invoicing.
• Update the TRAINAIR PLUS electronic Management System (TPeMS) with information regarding assessments and monitor payment with CATCs and the Finance Department.
• Update the TAC schedule of assessments.
• Prepare contract and travel arrangements for consultants.
• Monitor the provision of requested information to complete the mission and process payment.
• Assist training centres and consultants in queries and requests for information regarding assessments.
• Coordinate with assessors regarding the training needs of assessed training centres in order to assist in training implementation.

Function 4 (incl. Expected results)
Manages the ICAO Instructional Systems Design (ISD) professional qualification process through the TRAINAIR PLUS Electronic Management System (TPeMS), achieving results such as:
• Manage the ICAO course developer, SME, instructor and validator qualification process through the TRAINAIR PLUS Electronic Management System (TPeMS).
• Coordinate and review the ICAO instructor and validator applications to ensure the candidates meet the qualification requirements.
• Coordinate with the Instructor Evaluation Team (IET) and Validator Evaluation Team (VET), including the relevant Bureau, for the instructor/validator application review and approval.
• Organize instructor and validator training including the On-the-Job Training (OJT), and the Instructor Preparation and Briefing (IPB), as required.
• Manage the process of issuance of the instructor and validator certificates in the TPeMS.
• Coordinate the renewal of the instructor and validator certificates on a continuous basis to ensure their validity.
• Manage a roster of ICAO-qualified instructors and validators and maintain records of instructor and validator activities through the TPeMS.

Function 5 (incl. Expected results)
Supports the design and development of ICAO-recognized training packages to ensure the effective implementation of the competency-based training methodology as per the Training Development Guide (Doc. 9941), achieving results such as:
• Support the design and development of ICAO recognized training packages.
• Coordinate a project plan for course design and development as well as follow up on deadlines and the distribution of tasks among different project team members.
• Populate course development forms as per the Training Development Guide, Competency-based Training Methodology (Doc. 9941).
• Coordinate the Design of Curriculum (DACUM) session to ensure all relevant stakeholders (course developers, subject matter experts and validators) are following the course development methodology.
• Coordinate logistics and resources needed in the process of the design and development of a course.
• Organize the validation delivery of the course, ensuring the right target population is invited to evaluate and provide feedback.
• Identify potential instructors and coordinate their participation in the ICAO instructor qualification process.
• Coordinate the finalization of course material, including amendments based on the feedback obtained from the validation delivery.
• Analyze evaluation training data provided by participants, instructors and managers to improve the quality of courses and training effectiveness.
• Prepare communications with ICAO Qualified instructors related to updated course material or newly released courses.
• Prepare the schedule of deliveries of a launched course in coordination with the Technical Bureau and Regional Offices.
• Coordinate the translation of course content and course material into ICAO languages, as necessary, and liaise with the instructor Qualification process to build a corresponding roster of instructors.

Function 6 (incl. Expected results)
Initiates enhancements to the TRAINAIR PLUS Electronic Management System (TPeMS), the Learning Management System (LMS) and other automated training applications, achieving results such as:
• Identifies enhancements to the TPeMS and LMS.
• Recommend and oversee the implementation of new features to be incorporated in the TPeMS and in the LMS, in order to improve the user experience.
• Guide TRAINAIR PLUS Members with regard to course-hosting requests to be undertaken through the TPeMS.
• Provide support to TPP members on how to navigate the TPeMS and make use of its features (course applications, certificate generation process, instructor selection, etc.) and the LMS.
• Provide input to the TRAINAIR PLUS Programme Coordinator on how to improve course-hosting and delivery features in the TPeMS.
• Implement training activities by using available automated training applications and systems to improve customer services, as well as external and internal coordination.

Function 7 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: The ability to keep detailed and accurate records and take required follow-up actions. Ability to research a complex subject thoroughly and develop a clear and logical presentation of ideas and arguments. Knowledge of latest multimedia software, including MS office, web-based applications, and Learning Management System (LMS) platforms. General knowledge of instructional systems design. General knowledge of ICAO functions and the ICAO Civil Aviation Training Policy. Strong Knowledge of administrative procedures, as well as office automation applications and maintenance of records; strong computer skills and extensive knowledge of MS Office. General knowledge of ICAO structure, correspondence, filing and meeting procedures. General knowledge of ICAO General Secretariat Instructions (GSI), Automation Procedures and Instructions (API), and Secretariat Standards and Procedures. 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

A Diploma of College Studies (DEC) or equivalent level of education.

Work Experience

At least six years of experience in administrative work is required.

Experience in the management of training activities using web-based systems is required.

Experience in administrative work in aviation, including ICAO, an international organization or a government is desirable.

Experience with the ICAO TRAINAIR PLUS Programme 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 valid work permit.

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

Remuneration: Level Net Base Salary per annum
G-6 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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