Back Programme/Administrative Assistant, Montreal, Canada

Posting Title: Programme/Administrative Assistant, G5

Job Code Title: Programme Management Assistant

Department/Office: International Civil Aviation Organization

Duty Station: MONTREAL

Posting Period: 17 March 2021 - 01 April 2021

Job Opening Number: 21-Programme Management-ICAO-151801-R-Montreal (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and Reporting

ELIGIBILITY

Please note that this is a locally-recruited ICAO post, based in Montréal, that is restricted to Canadian Citizens, Permanent Residents of Canada or holders of a valid work permit for Canada or Quebec.

ORGANIZATIONAL SETTING

This position is situated in Environment (ENV) within the Air Transport Bureau (ATB) in ICAO. ICAO's activities in the environment field aim to limit or reduce the impact of international aviation on noise, local air quality, and the global climate. ENV/ATB is responsible for the development of a range of standards, policies and guidance material and provides capacity building and assistance for the implementation of mitigation measures to achieve these objectives. Measures include aircraft technology, operational improvements, the development and deployment of sustainable alternative fuels for aviation, the use of market-based measures, and the implementation of the Carbon Offsetting and Reduction Scheme for International Aviation (CORSIA). ENV is responsible for the provision of assistance for the development and implementation of States' action plans on CO2 emissions reduction activities. In addition, ENV maintains close relations with other UN policy-making bodies that have expressed an interest in environmental aspects of civil aviation, notably with the Conference of the Parties to the United Nations Framework Convention on Climate Change.

REPORTING

The incumbent reports directly to the Deputy Director, Environment (DD/ENV), but maintains a functional working relationship with ENV Section Chiefs and ENV Staff and is the programme/administrative focal point for ENV.

Responsibilities

Function 1. Manages and supports administrative assistance to the Deputy Director, Environment, achieving results such as:

• Provide full support to DD/ENV in order to ensure proper coordination with respect to the administrative workload of ENV.
• Dispatch correspondence, on behalf of DD/ENV and follow up on outstanding responses.
• Coordinate with the Office of D/ATB on the schedule for submission of ENV working papers for each Session of the Council to ensure timely publication of documents.
• Perform thorough review of routine incoming correspondence, including the ENV inbox, identifying items requiring sensitive treatment.
• Assemble relevant documentation for DD/ENV as necessary for meetings of the Administrative and Subsidiary Bodies of ICAO.
• Assist DD/ENV with the processing of staffing matters, including personnel and confidential action matters.
• Establish schedules; maintain the calendar of DD/ENV, communicating with the Office of the Secretary General (OSG), with Bureau Directors and Deputy Directors, UN organizations and agencies and other international organizations, in coordination with Office of the Director, ATB.
• Manage and coordinate the logistic and administrative aspects of ENV related-meetings and reports.
• Assist DD/ENV, ENV Chiefs and ENV Officers with programme management tasks including the ENV operational plan, the triennial budget and Business Plan of the Organization, in coordination with the Office of D/ATB as required.
• Keep abreast of, and provide advice and guidance to Professional and General Service staff, on the provisions and amendments to ICAO administrative and management regulations, rules, policies, reporting requirements, and working procedures and ensures correct and consistent application for ENV.

Function 2. Manages and supports programme administration for the Environment Team, achieving results such as:

• Prepare correspondence, on behalf of DD/ENV in regards to the various programmes within ENV and follow through on outstanding issues with Regional Offices, Member State focal points and/or any internal/external body.
• Coordinate with the Office of D/ATB on the work programmes of ENV in regards to the centralization of the communication channel as to ensure timely actions have been taken.
• Perform thorough review of routine incoming correspondence; coordinate with Chiefs of ENV sections, identifying items requiring sensitive treatment in regards to the programmes of ENV.
• Provide background information on programmes and relay message to DD/ENV and Chiefs of ENV Sections, and to coordinate the information with the Office of D/ATB for necessary action.
• Provide administrative support for the meetings of the Council, Air Navigation Commission, and Committee Aviation Environmental Protection and for any other meetings.
• As focal point of all sections of Environment, ensure that communications is disseminated and received in a timely manner for action to be taken by all parties.
• Maintain records of project lessons learned and best practices for the ENV sections;

Function 3. Contributes to the production of correspondence and documentation, review, proofread and edit documentation originating from ENV, achieving results such as:

• Draft routine correspondence and documentation, i.e. e-mails, letters, memoranda, State letters, summaries of discussions, minutes and meeting reports, regarding ENV activities, requiring independent research and following a minimum of instructions.
• Ensure that working papers, reports, briefing notes, power point presentations, letters, memoranda, etc. are proofread for accuracy of references, completeness, grammar, spelling and meaning and consistency with ICAO practices.
• Arrange for translation of C-WPs and other ENV documentation with a mark-up for electronic submission, coordinating with language sections and DMO in order to meet deadlines.
• Edit and finalize documents, such as Council working papers, reports and correspondence.
• Prepare correspondence for signature of the President of the Council and the Secretary General, ensuring correct grammar and a style consistent with ICAO rules and procedures.
• Efficient organization of administrative matters related to ENV and its workload.

Function 4. Contributes to the management, assignment and monitoring of tasks as well as ensuring their timely completion in coordination with Sections of ENV, achieving results such as:

• Maintain a daily calendar and task list for DD/ENV.
• Create, maintain and monitor a task list for all sections of ENV, and coordinate and follow up on outstanding matters with concerned staff to ensure that deadlines are met.
• Constant coordination and proactive support to staff and Chiefs on administrative matters, often under tight and conflicting deadlines and monitoring the progress of task completion. Flag any delays and take necessary action.
• Assemble input and replies from Chiefs of assigned tasks and assistance in the preparation of draft documents for review and approval. Ensure that this is completed in a timely manner.
• Assist in preparing briefings requested from Office of D/ATB in regards to ENV.

Function 5. Serves as the Focal Point for ENV in maintaining records and ensure efficiency of ENV, achieving results such as:

• Establish and maintain records of progress on subjects for which the ENV has responsibility. Maintain ICAO environmental related information in subject folders, analyse and summarize the information for inclusion in reports, as necessary. Implement guidelines and standards required for managing information and workflow of ENV.
• Maintain electronic registry files, serve as focal point for the filing system and ensure relevant correspondence is indexed electronically.
• Respond rapidly to requests and questions from the Offices of the President and Secretary General, Directors of Bureaus, Section Chiefs and Delegations.
• Facilitate efficient and timely submission of ENV's contribution to the Annual Report of the Council.
• Collate information that is gathered by all sections of ENV and ensure that this information is properly filed and accessible with list regularly updated and information disseminated to all for ease of access and reference.

Function 6. Provides guidance, advice and assistance to ENV staff on various administrative issues, achieving results such as:

• Receive visitors from all levels, both inside and outside ICAO, including Directors General of Aviation, Representatives from Delegations and ICAO staff members.
• Supervise the work of the GS staff in ENV (i.e. Programme and Administrative Assistant (G4)).
• Guide and support ENV staff on ICAO administrative standards and procedures, when necessary.
• Maintain ENV daily logs in regards to ICAO administrative and personnel instructions.
• Ensure that new ENV staff (including interns, secondees and consultants) is provided with all necessary tools (e.g. user Registration form for ICT, request for new phone line and telephone codes) for them to be fully operational.
• Provide backup in the absence of the Environment Assistant and in case of exceptional workload.
• Coordinate travel arrangements, including hotel reservations, for DD/ENV and ENV officers going on mission.

Function 7. Performs other related duties as assigned.

Competencies

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

Education

• Completion of secondary education is required.
• A first-level university degree, preferably in the arts, administration/business/international relations or a related area is desirable.

Work Experience

• A minimum of five (5) years of relevant experience in administration, including administrative procedures, practices organization and maintenance of technical records and preparation of data for inclusion in documentation is required.
• Experience in drafting and editing documents is required.
• Experience working with the use of office automation tools, such as (Adobe, Excel, Outlook, PowerPoint, Word, etc.) is required.
• Experience working within an international civil aviation work environment, or government is desirable.
• Experience working in the United Nations Common System.is desirable
• Experience with ICAO's administrative and technical working methods in order to train junior programme assistants as needed is desirable.

Languages

• Fluent reading, writing and speaking abilities in English is required.
• A working knowledge of any other official language 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 a competency-based interview.

Special Notice

Please note that this is a locally-recruited ICAO post, based in Montréal, that is restricted to Canadian Citizens, Permanent Residents of Canada or holders of a valid work permit for Canada or Quebec.

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 2001 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.

Net base salary per annum for G-5: CAD 38,922

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.

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