JOB DESCRIPTION

Special Notice

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

ICAO Core Values: Integrity, Professionalism, Respect for Diversity.

THE ORGANIZATIONAL SETTING

The Legal Affairs and External Relations Bureau (LEB) undertakes the international air law programme with a view to strengthening the international legal framework to address current and emerging civil aviation challenges effectively through the Chicago Convention, its Annexes and other air law instruments. LEB further provides advice and assistance on legal and external relations matters generally and in support of other Strategic Goals and Enablers of ICAO and develops and implements the communications programme.

Pursuant to the ICAO Strategic Goal of International Civil Aviation Convention, other Treaties, Laws and Regulations Address All Challenges, LEB carries out two projects under the international air law programme: (i) promoting widespread ratification and implementation of international air law instruments, and (ii) facilitating the development of international air law instruments and guidance material in response to emerging challenges and opportunities. The Director of LEB serves as Secretary to the Legal Committee and LEB also supports various working groups, task forces and study groups in conducting research and study of subjects of international law, in particular, international air law. LEB provides comprehensive Secretariat support for the administration of the settlement of differences pursuant to Chapter XVIII of the Chicago Convention.

In supporting other Strategic Goals and Enablers of ICAO, LEB provides legal advice and opinions to the ICAO Member States, Governing Bodies, President of the Council and the Secretary General, and other ICAO Bureaus and Regional Offices on any issue of law, and in particular on international law and air law; reviews all agreements and contracts; participates in the system of administration of justice; and performs the treaty depositary and aeronautical arrangements registration functions of the Organization.

With regard to external relations matters, LEB is responsible for maintaining close and harmonious working relations with Member States; serving as focal point for the Organization’s relations with the Host Government; carrying out liaison and protocol functions; and monitoring and providing policy guidance and advice on current political events which might affect ICAO.

In terms of communications, LEB develops and implements a comprehensive communications programme and acts as the principal point of contact for all media-related activities.

The incumbent reports to the Deputy Director LEB (DD/LEB) who provides general guidance and with whom the incumbent consults on complex administrative issues.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)

Provides administrative support with respect to treaty services, achieving results such as:

• Perform administrative work in relation to the disputes submitted by Member States to the Council of ICAO under Chapter XVIII of the Chicago Convention; maintain records and databases; monitor deadlines for submission of documents; coordinate within LEB and with Offices of the President and the Secretary General and other stakeholders.
• Provide administrative support for deposits of instruments of ratification to international air law treaties; coordinate with the Office of the Secretary General, Communication and Events for deposit ceremonies.
• Prepare briefs on treaty ratification for high-level bilateral meetings and missions of the President of the Council and the Secretary General; provide statistics as required on the deposit actions, manage the ICAO Treaty Collection website.
• Perform administrative work in relation to the registration of aeronautical agreements.
• Administratively manage the database and secure portal of arrangements of this Organization with external parties, draft quarterly reports to the Council Committee on External Parties on the list of arrangements of this Organization with external parties.
• Process correspondence and prepare documents regarding settlement of difference by Member States (written pleadings, memos, correspondence, emails, working papers, etc.), international air law treaty ratification, WAGMAR, CESAIR/International Registry for mobile assets.

Function 2 (incl. Expected results)

Provides administrative support services for Diplomatic Conferences, Assembly Sessions, Meetings of the Legal Committee, Sub-Committees/Working Groups/Task Forces and other meetings, achieving results such as:

• Coordinate the arrangement of administrative matters related to the meetings of the Legal Commission and Executive Committee of the Assembly, Diplomatic Conferences, Legal Committee, etc.
• Initiate and draft invitation letters to States and monitor replies.
• Maintain up-to-date lists of participants.
• Prepare for meetings and videoconferencing by booking conference rooms, arranging for interpretation as appropriate.
• Prepare correspondence for approval of Legal Officers and collect documentation relating to the meetings.
• Prepare necessary information for participants during the meetings by updating the meeting website.
• Collect and assemble documentation.
• Assist in the processing of working documentation for meetings prepared by the Secretariat, Member States, international organizations, as well as in the preparation of the final meeting report.
• Assist in the preparation of documentation on the follow up of meeting recommendations and monitor the follow-up action, as necessary.
• Discuss and propose website content with the Legal Officer in charge of the meeting.
• Liaise with ICT on the design and management of the website.
• Collect and post all relevant documentation on the website and maintain the website content.

Function 3 (incl. Expected results)

Contributes to the production of documents and performs quality control functions, achieving results such as:

• Examine all material for style, grammar, punctuation and accuracy; type, proofread and format letters, memoranda, working papers, State letters, minutes, circulars, notices and other correspondence, often of a confidential or urgent nature, in coordination with originators and recipients where necessary, for accuracy, completeness and conformity with established rules and procedures.
• Assist with the preparation of the LEB related documentation for ICAO Council sessions.
• Create PowerPoint presentations and Excel worksheets.
• Follow up with Legal Officers to ensure that priorities and deadlines are met; initiate appropriate replies in the absence of Supervisors.
• Liaise with Languages and Publications (LP) to ensure accuracy, timely translation and production of documents (e.g., working papers, President and Secretary General Memoranda, correspondence, etc.); submit jobs for translation and editing through the Electronic Documents and Enquiry Network (EDEN).
• Coordinate with the Documents Management and Outsourcing (DMO) Section and Editorial Unit (EDL) concerning the production and distribution of such documentation and independently resolve associated issues.
• Carry out research and provision of reference material for production of documents originating from LEB.

Function 4 (incl. Expected results)

Provides general office service support, achieving results such as:

• Keep KPIs of all LEB Officers up to date.
• Act as focal point for LEB staff training. Keep track of training for LEB Staff. Submit yearly training needs to Human Resources.
• Arrange appointments and organize meeting schedules.
• Respond to inquiries, obtain background information; initiate and undertake searches for reference material.
• Monitor and screen telephone calls, particularly in absence of Supervisors; assist with visitors.
• Prepare travel authorizations and coordinate with Travel Unit (TRV) with respect to travel arrangements and visas.
• In the absence of other Administrative Assistants or Administrative Associate, cover their tasks and responsibilities.

Function 5 (incl. Expected results)

Provides effective records management and LEB document management system, achieving results such as:

• Assist in managing the LEB Document Management System and conduct searches for electronic and paper documents in LEB Library for officers with some background information.
• Maintain files pertaining to subjects; maintain file movement records, verifying for completeness.
• Follow-up and maintain accurate indexing of files.
• Maintain open and confidential correspondence files.
• Keep records of all correspondence IN/OUT and e-file under the RMS system and LEB Document Records.

Function 6 (incl. Expected results)

• Perform other related duties, as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Completion of secondary school education, preferably supplemented with office administration and secretarial training. A Diploma of College Studies (DEC) or equivalent education, preferably supplemented with office administration and secretarial training.

Professional experience

Essential

• A minimum of six (6) years of experience in secretarial/administrative work, five (5) of which should preferably have been with the Organization, an international organization or a government, in positions of increasing levels of responsibility.
• Experience in preparing notes, correspondence, presentations and reports.
• Extensive experience in MS Office applications

Desirable

• Experience in administrative work in aviation.

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).

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.

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.

CONDITIONS OF EMPLOYMENT

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 Net Base Salary per annum

G-6 CAD $55,741

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit: ICAO Careers 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.