Team Assistant

Org. Setting and Reporting

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO Standards and Recommended Practices (SARPs), policies, requirements, decisions and air navigation plans. The Regional Office also provides technical guidance and assist States with implementation. The position formally reports to the Designated Regional Officer(s) that he/she supports and administratively to the Deputy Regional Director and the Administrative Officer in meeting responsibilities and performing his/her (their) duties. Specific instructions and directives will be provided in consultation with the Regional Director/Deputy Regional Director on special tasks or complex issues.

Responsibilities

Function1 (incl. Expected results) Assists designated Regional Officers with the timely implementation of supporting activities relating to the ICAO Business Plan, Operating Plan and Regional Office Work Programme, achieving results such as: • Assist Regional Officers with the compilation of inputs for inclusion into the Regional Office Operating plan, Work Programme and overall alignment with ICAO’s Business Plan. • Support designated Regional Officers in the timely implementation of activities included in the Regional Office Work Programme and Operating Plan and assist in tracking progress including identifying any deviations to plans and assist with remedial actions as appropriate. • Coordinate upcoming offsite and onsite missions and assist with necessary administrative arrangements such as travels and security clearances of the Regional Officers. • Ensure and assist with the timely submission of mission reports, circulating to the relevant offices and ensuring records are filed appropriately. Function 2 (incl. Expected results) Assists the Regional Officers with the digital management of internal and external communications, including maintaining contact lists, drafting and proofreading various correspondence and documentation, publishing content on the official website, filing and digital record keeping, achieving results such as: • Update regularly the contact lists for the various projects, focal points, forums and states coordinated by the Regional Officers. • Ensure that communication such as State Letters, memoranda, emails, summaries of discussion, meeting minutes and reports, discussion papers and presentations, briefing notes and technical documentation are free from errors, accurate, complete and precise and conform with organizational standards for style, design and content management. • File and archive all official records promptly and efficiently following established organizational record-keeping practices, including meeting and mission reports, discussion papers and presentations and other meeting documentation, technical documents, State letters and other correspondence. • Maintain information published on the official website to ensure it is up to date, fully functional and conforms with organizational standards for style, design and content management. Function 3 (incl. Expected results) Assists in the preparation of correspondence, documents, reports and information of general nature, achieving results such as: • Develop presentations and other outreach material, format and publish working/information papers, upload meeting documentation on the meeting website on time, prepare and oversee tracking collation and distribution of meeting documentation. • Format and publish working/information papers for meetings convened by the designated Regional Officers. Liaise with State Authorities and international organizations concerned in relation to the preparation of meeting papers and advising as necessary ICAO provisions. • Research, retrieve and collate information for input to the drafting of information/working papers for seminars/workshops and meetings. • Maintain an efficient recording system of follow-up actions on recommendations made by regional technical meetings for which the designated Regional Officers have primary responsibility, including but not limited to recommendations made by implementation of Regional Groups (APIRG) and RASG/AFI meetings, AFI Plan etc. Maintain records of action taken/or required and keep Regional Officers abreast of progress. Function 4 (incl. Expected results) Assists the Regional Officers with management of meetings, seminars, workshops and similar events in terms of logistical arrangements, technical material and follow-up actions, achieving results such as: • Update regularly the registers of ICAO and joint partners events (e.g. annual meeting programs, planning spreadsheets, office website lists etc) as necessary to reflect the meeting plan. • Prepare and issue letters of invitation, collect and preview meeting documentation, including working papers, information papers and presentations and acknowledge their receipt and compile the meeting report. • Liaise with States’ authorities, regional bodies and international organizations concerned in relation to the preparation of meeting papers and advising as necessary ICAO provisions. • Assist designated Regional Officers with the conduct of regional technical meetings, workshops and seminars within and outside the Regional Office, compile draft meeting reports and information papers and presentation related to meetings, seminars and workshops arranging for the meeting documentation to be uploaded on the ICAO ESAF website. • Prepare and oversee the tracking, collation and distribution of meeting documentation. Function 5 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Good knowledge of ICAO working structure, Safety framework, training initiatives, and safety management principles. Knowledge of office automation techniques for text/data processing. Good Knowledge of commonly used MS Office applications including word spreadsheet and power point. Ability to deal with sensitive and confidential matters in a prompt and discrete manner. 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. 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. 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

Essential: • Completion of secondary school education. Desirable: • Project Management and administration training is desirable. University education is an asset.

Job - Specific Qualification

Not available.

Work Experience

• At least four years of progressively responsible experience in office administration in a public or private organization, is required. • Experience in office management, communication and coordination tasks, maintenance of records and file, modern office technology, is required. • Experience working in a multi-national and multi-cultural environment, is required. • Experience in administrative policies, protocols and procedures of the UN or large multinational organization, is desirable. • Experience in international civil aviation administration, an airline, airport authority or similar aviation related organization, 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 competency-based interview.

Special Notice

Please note that this is a locally-recruited position. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. It should be noted that this post is to be filled on a fixed-term basis for an initial period of 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, in accordance with the provisions of the ICAO service code. 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 G-4 Net Base Salary per annum $1,561,842

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.