Org. Setting and Reporting

The Capacity Development and Implementation (CDI) Bureau is responsible for the execution of ICAO's Capacity Development and Implementation Programme, advising and providing implementation support to Member States, donors, and other funding institutions in all matters relating to the development of a safe, secure and environmentally friendly civil aviation sector. CDI provides a broad range of services, including assistance in reviewing the structure and organization of national civil aviation institutions, updating the infrastructure and services of airports and air navigation systems, protecting the environment, facilitating technology transfer and capacity building, promoting ICAO Standards and Recommended Practices (SARPs) and supporting remedial action resulting from the Universal Safety Audit Programme (USOAP) and the Universal Security Audit Programme (USAP) audits. CDI also supports ICAO's "No Country Left Behind” (NCLB) initiative, which is aimed at providing technical assistance to States in the implementation of ICAO Standards and Recommended Practices (SARPs). The main goal of this initiative is to help ensure that SARPs implementation is better harmonized globally so that all States have access to the significant socio-economic benefits of safe and reliable air transport. The NCLB initiative also promotes ICAO's efforts to resolve Significant Safety Concerns (SSCs) and Significant Security Concerns (SSeCs), as well as other safety, security and emissions-related objectives. The post reports directly to the Deputy Director, CDI (DD/CDI) from whom s/he receives direction and whom s/he consults on complex procedures, including high-level and confidential issues. The incumbent works independently in providing administrative support in the Office of the Director, is responsible for providing guidance to other administrative support staff in CDI and might be requested to liaise with the Office of the Secretary General, other Bureaus, Delegations, Council members and external entities.

Responsibilities

Function 1 (incl. Expected results) Coordinates administrative work for the Office of the Director, undertaking tasks such as: • Provide administrative support to DD/CDI in order to ensure proper coordination with respect to the work of CDI including communicating with the Office of the Secretary General, Bureau Directors and Deputy Directors. • Coordinate with the Office of D/CDI on the schedule for the submission of material; manage the task list including a ‘bring forward’ system for deadlines and deliverables. • Provide administrative support to CDI Sections when needed. • Manage the daily calendar, email and task list of DD/CDI, establishing schedules and assembling relevant documentation for meetings as necessary. • Coordinate, plan and facilitate meetings as required. • Monitor time and attendance records and track staff leave plans. • Coordinate computer access, building access, office hardware and software for the Bureau. • Update and maintain staff lists including email groups, phone lists and emergency contact numbers. • Manage the travel needs for DD/CDI including the preparation of travel authorizations and coordination with Travel Unit regarding travel arrangements. Function 2 (incl. Expected results) Manages the correspondence and documentation of the Sections (review, proofread and edit documentation), undertaking tasks such as: • Draft documentation including letters, memoranda, reports, e-mails, minutes, circulars, notices, summaries of discussion, mission reports, etc. often of a confidential or urgent nature, from verbal instructions and handwritten drafts. • Ensure that priorities are established and deadlines are met for correspondence and the documentation of the Sections. • Verify accuracy of material leaving the Bureau. Proofread and review documentation for correctness and in conformity with established format standards and procedures. • Draft correspondence and annexes needed for consultancy contracts and renewals. • Arrange documents for translation with a mark-up for electronic submission, coordinating with language sections and DMO in order to meet deadlines. • Dispatch correspondence on behalf of DD/CDI, and follow up on outstanding responses. • Maintain CDI information in subject folders and implement guidelines and standards required for managing and retaining information and data. Function 3 (incl. Expected results) Contributes to the management, assignment and monitoring of tasks, ensuring their timely completion across the Sections within CDI, undertaking tasks such as: • Review and manage incoming correspondence and tasks, identifying items requiring sensitive treatment. • Prioritize tasks on the task list in consultation with DD/CDI, Section Chiefs and staff members where necessary. • Manage and monitor the electronic task system assigned by the Office of the Director. Function 4 (incl. Expected results) Provides office service support, achieving results such as: • Receive visitors from all revels including Ministers, Directors General of Civil Aviation, Representatives on the Council, and others, according to the appropriate treatment. • Manage and coordinate the agenda of DD/CDI to ensure efficient management of his/her time. • Place and receive incoming telephone calls in a professional and courteous manner, answering inquiries and taking messages as necessary; screening, prioritizing and redirecting requests, where applicable. • Provide efficient organization of administrative matters related to the Office of Director and its workload. • Manage, through the meetings reservation system, the reservations of conference rooms. • Handle a wide range of administrative duties and processes. • Generate purchase orders as required. • Submit service desk calls on a variety of issues. Function 5 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Shows Sound knowledge of protocol and diplomatic procedures; sound knowledge of current events as well as world geography; sound knowledge of the rules, regulations and procedures of ICAO; familiarization with the ICAO internal processes; ability to perform a broad range of administrative functions. 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. Planning and Organizing: 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. 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 the 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.

Education

Completion of secondary level education is required. Additional training or certification in business administration, office administration or related field is desirable.

Job - Specific Qualification

Not available.

Work Experience

• A minimum of five years’ experience in office administration is required. • Experience in using IT equipment and software, such as MS Office is required. • Experience in providing input for programme/project documents, and ideally for working papers, annual reports, etc. is required. • Working experience with ICAO products and services is desirable.

Languages

Fluent reading, writing and speaking abilities in English is required. A working knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

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 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 (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 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-5 CAD 45,127

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.