Quick overview
Job description
Function1 (incl. Expected results)
- Coordinate with ANB senior management, Bureaus/ Offices, and the Offices of the President of the Council and the Secretary General, to obtain, review and consolidate inputs, and contribute to the planning, coordination and scheduling of the sessional work programmes of the ANC;
- Plan, coordinate and schedule meetings of the ANC, consolidating input from the President of the ANC, ANC Chairpersons, ANB management and other Secretariat members;
- Plan, coordinate and schedule technical matters to be presented to the Council, the ICAO Assembly and other high-level meetings, consolidating input from the Offices of the President, the Secretary General, from President of the ANC, ANB management and other Secretariat members;
- Identify potential risks that may delay ANC consideration and Council adoption of Annex and PANS amendments and subsequent delivery of these amendments to States, and implement mitigating action;
- Identify potential risks to the timely availability of documentation for meetings of the ANC and the Council, and implement solutions to improve or develop streamlined procedures for monitoring progress in the development of such documentation;
- Monitor the preparation of working papers, studies, etc. for the ANC, the Council and the ICAO Assembly relating to safety and air navigation matters, and managing any administrative and procedural matters as they arise;
- Prepare Minutes of ANC meetings, on the basis of notes, verbatim transcripts and/or tapes;
- Prepare corrigenda to the Minutes, and supervise the preparation of the final version of the approved Minutes of the ANC with subject index and electronic publishing;
- Provide support in the planning and scheduling of the Laurel Award Committee meetings, including preparation of relevant documentation and arrangements for the Award presentations, coordinating as necessary with the President of the Air Navigation Commission and ANB management to ensure a successful award ceremony.
Function 2 (incl. Expected results)
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Manage the planning and coordination of ANB preparations for, and participation in, sessions of the ICAO Assembly and high-level meetings, including in relation to the agenda, documentation, scheduling, staffing, reports, and advice on procedural matters, by managing and prioritizing the work of IPU support staff in coordination with C/IPU;
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Identify potential risks to the timely availability of the ICAO Assembly and high-level meetings documentation in accordance with relevant rules, and recommend mitigating actions to C/IPU, senior management and others as necessary;
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Recommend procedures to streamline the development and monitoring of documentation related to the ICAO Assembly and high-level meetings;
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Collaborate effectively with the Offices of the President, the Secretary General, senior ICAO management, and chairpersons of the ICAO Assembly and high-level meetings, to ensure the efficient conduct of relevant ICAO meetings.
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Monitor and assess emerging issues that impact procedures and processes and coordinate as needed the amendment of general administrative and procedural instructions and ANB Secretariat Instructions (ANSI);
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Communicate procedural changes with ANB staff and others, including Office of the President, Office of the Secretary General, and President of the ANC;
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Evaluate the internal administrative and procedural workflows of the ANB and develop improvements with a view to increasing overall efficiency.
Function 4 (incl. Expected results)
• Coordinate information from ANB management and ANC members on matters related to ICAO Meetings in Category 1 (ICAO Assembly Sessions and Diplomatic Conferences), Category 2 (Divisional Meetings, Regional Air Navigation Meetings, and Conferences), Category 3 (Panels, Committees and Groups) and Category 4 (Seminars and Symposia);
• Analyse expected deliverables from meetings to plan for Annex and PANS amendment proposals and their consideration by the ANC;
• Participate in the planning and scheduling of ICAO Meetings in Categories 1 to 4, described above, in coordination with the appropriate ANB focal point;
• Establish timelines for meeting preparations and identify potential risks to the successful achievement of those timelines through the use of project management tools.
Function 5 (incl. Expected results)
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Collect technical input from ANB Sections for the Annual Report and other documents and assess its suitability for inclusion in the Annual Report and other documents;
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Edit and rewrite technical input for the Annual Report and other documents for clarity, as appropriate for each, write and edit technical input from ANB to the Annual Report of the Council, which provides States and others concerned with an overview of ICAO’s work during the year under review; and
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Draft and/or edit text for other documents such as State letters, electronic bulletins, Council working papers, ANC working papers and speeches.
Education
Essential
An advanced-level university degree (Master’s degree or academic equivalent) in business administration, management, or related field, is required. A first-level university degree in combination with two additional years of qualifying experience in business administration, management, or related field, may be acceptable in lieu of the advanced university degree.
Professional experience
Essential
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A minimum of two (2) years’ experience in supporting programme requirements and practices related to international civil aviation, preferably in the safety and/or air navigation area, including project management and administration.
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Experience in technical writing and editing of complex technical documents.
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Experience in planning and coordinating documentation in multiple languages for high-level technical conferences.
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Experience in servicing international meetings, seminars, symposia or projects, and in preparing working documentation, including technical reports, studies and publications, for such events/activities.
Desirable
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Experience in supervising and coordinating the work of staff, when necessary.
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Experience in supporting the substantive work of the ICAO Assembly and ICAO governing bodies, such as Council or the ANC.
Languages
- Fluent reading, writing and speaking abilities in English.
- A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
Professionalism: Ability to synthesize and consolidate different points of view from complex technical meetings. 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.
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.
Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
ICAO 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.
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.