Location:

Montreal, Canada
Salary:

$92,400 - $180,400 / YEAR
Job type:

FULL_TIME
Posted:

5 months ago
Category:

Conference and Meeting Services
Deadline:

29/07/2025

JOB DESCRIPTION

THE ORGANIZATIONAL SETTING

The Air Navigation Bureau (ANB) in ICAO is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. ANB provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. The Bureau also manages the ICAO Universal Safety Oversight Audit Programme (USOAP) that monitors all Member States on a continuous basis.

The Integrated Planning Unit (IPU) serves as the administrator of the complete air navigation work programme of the ANB, therefore serving as the focal point for all its changes, including those that relate to the preparation of the draft budget related to the safety and air navigation Strategic Objectives of the Organization.

The incumbent will report to the Chief, IPU and is primarily responsible for timely provision of transcription services for meetings of the Air Navigation Commission.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results):

Supports the provision of transcription services for meetings of the Air Navigation Commission (ANC), achieving results such as:

Prepare in a timely manner verbatim transcripts for the Air Navigation Commission (ANC) meetings, as well as for other related ad hoc meetings as assigned.
Demonstrate an ability to transcribe ANC meetings simultaneously while assessing competing demands and priorities.
Ensure verbatim transcripts are prepared and available in a timely manner to the Precis Officer / Precis Writer, IPU in order to help verify the accuracy of actions and decisions taken by the ANC and subsequently in the preparation of ANC minutes (AN-MINs).
Respond adequately in the provision of transcription services to meet the needs of précis-writers who are on the roster and responsible for covering meetings of the ANC.
Monitor the electronic digital recording system used to record meetings of the ANC to ensure the highest quality of transcription service provision and liaise directly with colleagues in the Administration and Services Bureau (ADB) to resolve any related technological access issues.

Function 2 (incl. Expected results):

Provides support to the administrative work related to the Air Navigation Commission (ANC), achieving results such as:

Prepare the necessary correspondence in relation to ANB and ANC requests, together with the Programme Assistant, IPU.
Support the maintenance of ANC-related administrative documentation.
Submit documentation through the necessary channels (i.e. gDoc) for allocation of jobs and further processing.

Function 3 (incl. Expected results):

Performs other related duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Educational background

Essential

Completion of secondary education

Desirable

Completion of advanced training in secretarial responsibilities

Professional experience and Knowledge

Essential

At least five (5) years’ experience in administrative work.

Desirable

Typing experience that involves transcribing accurately and rapidly at the rate of at least 60 words per minimum in English.
Familiarity with and knowledge of ICAO, including technical terms and processes
Experience in transcribing meetings of governing bodies in an international multilateral setting, preferably within the United Nations Systems
Experience in using Artificial Intelligence tools for transcription, such as Co-Pilot, including enhancing transcription accuracy.

Language Skills

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).

Competencies

Professionalism: 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.

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 clients.

CONDITIONS OF EMPLOYMENT

It should be noted that this consultancy is to be filled for an initial period of eleven (11) months with a possibility of an extension. This is a full-time position.

Please note that the daily rate for Band A varies from CA$ 186 to $248.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO”s e-Recruitment website at: ICAO Career Website

NOTICE TO CANDIDATES

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.

This job has expired.