Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). Based on the principle of simultaneous distribution, it ensures the issuance of documentation to the Council, its deliberative bodies, the Air Navigation Commission and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards.

The Interpretation and Conference Services (ICS) Section in LPC is responsible for interpretation and conference services. The Section is responsible for managing all logistical aspects related to the organization of meetings and conferences, including the provision of interpretation services and the management of activities at the ICAO Conference Centre.

Within ICS, the Conference Services (COS) Unit is mainly responsible for event management and services, providing event coordination and technical support as well as registration for conferences and meetings, organized by ICAO. COS Unit is committed to client satisfaction, fulfilment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable conference management services. The incumbent reports directly to the Head, Conference Services Unit with whom s/he regularly consults on administrative and complex technical issues. The incumbent will supervise the COS Projects, Systems, and Registration services.

Supervises registration operations, achieving results such as:

• Supervise the setting up of the event registration system; and coordinate practical arrangements, including planning and staffing for the registration desk.
• Supervise the registration coordinators who are covering different shift; both onsite and online, provide support and guidance to users, ensuring cost efficiency.
• Ensure smooth functioning of the registration system during conferences and meetings, timely reaction and appropriate troubleshooting to system failures and other problems.
• Assign and train operators of onsite registration booth for hybrid and face-to-face meetings.
• Maintain the online registration system, the registration database, review profiles and picture compliance.
• Greet and guide delegates and meeting participants and take care of any issue arising, with tact and diplomacy.
• Monitor and analyze registration data to provide insights and recommendations for future events; Issue participant lists, reports and lessons learnedPropose amendments and enhancements to the registration procedure and tools, and implement feedback mechanisms.

Acts as administrator for Event Management systems, achieving results such as:

• Coordinate the administration of COS event management systems, applications and software.
• Enhance and deliver new modules and functionalities for event systems and tools; maintain and troubleshoot applications in collaboration with ICT Section.

Acts as event resources coordinator (administrative and financial support), achieving results such as:

• Assist Head, Conference Services Unit with procurement and contract management matters.
• Support the Head of Conference Services with the preparation and monitoring of the meetings’ budget.
• Prepare budget estimates and allotment requests.
• Act as Focal Point for coordination and monitoring of human resources planning and management.
• Prepare quarterly reports on projection of vacancies and summary status of vacant posts in COS; follow up on recruitment actions.

 Assists in maintaining COS Quality, Environmental, Occupational Health and Safety Management system (QEHSMS) and ISO standards in place, achieving results such as:

• Assist in scheduling the internal and external audits and coordinate the preparatory tasks related to these audits.
• Maintain the COS QEHSMS certificates. Initiate and implement recertification process at timely manner.

 Contributes to Project Management activities, achieving results such as:

• Assist in recommending improvement projects as requested, to contribute to Unit KPIs.
• Contribute to Project Management activities; support the implementation of projects and monitor training activities to ensure set objectives are achieved.

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Performs other duties, as assigned.

Essential

High school diploma or equivalent is required.

Desirable

A Diploma of college studies (DEC) or a first-level university degree in project management.

Successful completion of training or certification in project management.

Essential

• A minimum of six (6) years’ experience in large-scale private organization or international organization in project or event management.
• Experience in supporting large-scale national or international meetings or seminars, including registration, accreditation and credential management, and team supervision.
• Experience in using contemporary enterprise resource planning (ERP) systems in support of activities related to event management.

Desirable

• Experience in using project management techniques and tools.
• Understanding of the international environment and dealing with sensitive and confidential matters with diplomacy and tact.
• Experience with sustainable practices applicable to projects or events (including ISO 20121 standards).
• Experience with gMeets (UN space booking system).
• Experience with Microsoft Dynamics CRM software.

Essential

Fluent reading, writing and speaking abilities in English and French.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish).

Professionalism: Good project management skills; shows flexibility/adaptability to different schedules; strives to solve issues with tact and diplomacy; 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.

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.

Interested candidates must complete an on-line application form. To apply, please visit ICAO’s e-Recruitment website at: https://inspira.icao.int/careers.

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements