Programme Associate

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Description

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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. The Air Navigation Bureau 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. It also manages the Universal Safety Oversight Audit Programme (USOAP) and Continuous Monitoring Approach (CMA) that monitors all States on a continuous basis.

The incumbent reports directly to the Director, Air Navigation Bureau (D/ANB) and performs the majority of the work with little or no advice and guidance as general instructions and guidelines are usually available in the form of precedents, standards and operating instructions. Specific instructions and directives will be provided by the Director on special tasks or complex issues. S/he will also work in close collaboration with the Associate Administrative Officer on Human Resources and Budget matters. The incumbent also assists the Executive Associate to D/ANB in the management of the Air Navigation Bureau operations and assumes her/his duties during her/his absence. The incumbent also interacts with the Offices of the President of the Council and Secretary General, administrative staff of the Secretariat, National Delegations, Member States, Members of the Air Navigation Commission (ANC), international organizations and external entities.

Major duties and Responsibilities

Function 1 (incl. Expected results)

• Provides assistance to the Office of the Director in the production of State letters, Electronic Bulletins, other correspondence and documentation in reviewing, proofreading and editing, achieving results such as:
• Draft and review State letters, Electronic Bulletins, other correspondence and documentation emanating from the Bureau for consistency and comprehensibility, editing text for substance and clarity, correcting syntax and stylistics, grammar, punctuation and idiomatic usage, and for adherence to ICAO standards and terminology.
• Arrange for translation of documentation with a mark-up for electronic submission, coordinating with Documents Management and Outsourcing Unit in order to meet deadlines.
• Rewrite content for clarity and conformity according to ICAO practices and procedures, and/or propose reorganization of content where necessary.
• Liaise and collaborate with originator on suggested changes and /or verification of accuracy of facts, references, and relevant dates.
• Undertake research for past procedures and for information with other Bureaus, the ICAO Secure Portal, General Service Instructions, the ICAO Terminology, Reference and Documentation, Records Management System and internet for quality assurance of product.
• Answer queries from ANB staff on the preparation of correspondence/documentation and ensure that ANB procedures and ICAO correspondence standards are met.

Function 2 (incl. Expected results)

Provides advice and guidance to Professional (P) and General Services (GS) staff of ANB on administrative procedures, achieving results such as: 

• Provide guidance and support to Professional and General Services ANB staff on administrative guidelines and procedures, reporting requirements, correspondence standards, templates and working arrangements.
• Serve as focal point for new staff on the preparation of correspondence and documentation to ensure that it is done in conformity with the latest practice of the Organization.
• Disseminate information and instructions received from the Office of the Director of ANB, Offices of the President of the Council and Secretary General and other Bureaus on new directives and administrative procedures.
• Keep abreast of the provisions and amendments to ICAO administrative and management regulations, rules, policies and procedures; inform Sections and facilitate correct and consistent application.
• Compile, maintain and update operating procedures and written administrative guidelines/procedures, reporting requirements, correspondence standards, templates and working arrangements related to ANB.

Function 3 (incl. Expected results)

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

• Support the management of the ANB Office inbox and incoming mail ensuring that information is disseminated; requests requiring action are tracked and coordinated for a timely response.
• In coordination with the Executive Associate, provide support to the Deputy Directors and their Section Chiefs in order to facilitate the completion of tasks addressed to D/ANB by setting deadlines and monitoring the progress of task completion, including the efficient utilization of a task management tool.
• Coordinate and support staff on administrative matters, often under tight and conflicting deadlines and monitor the progress of task completion. Flag any delays and take necessary action.
• Communicate, consult or coordinate on complex tasks with other Bureaus, Regional Offices as necessary or as directed on requests from the Offices of the President of the Council and Secretary General, often on sensitive and/or urgent matters.
• Assemble input from Deputy Directors and Chiefs on assigned tasks and assist in the preparation of draft responses for review and approval by D/ANB.
• Support the timely preparation of various briefing material requested by the Offices of the President of the Council and Secretary General by tasking to the appropriate Management for action using a task management tool, and subsequently uploading the material in PRES and OSG SharePoint websites.
• Follow up with the Offices of the President of the Council and Secretary General and other Bureaus on pending matters or for directives, when necessary.
• Disseminate relevant information to appropriate staff in ANB and keep them up to date on matters of concern.

Function 4 (incl. Expected results)

Provides administrative support to ANB HR related matters, achieving results such as:

• Prepare non-staff contracts ensuring conformity with current HR policies and practices.
• Prepare memoranda from verbal instructions, drafts or templates, and proofread for accuracy and completeness and conformity with established procedures.
• Assist in processing and coordinating requests related to secondments, JPOs and interns.
• Contribute to the planning, publication and organization of ICAO training and development programmes and activities.
• Assist in maintaining complete, accurate and up-to-date files on ANB HR SharePoint site.
• Provide follow-up on HR-related queries, as necessary.
• Communicate with ANB front office, other Bureau and ICAO Regional Offices on related ANB-HR items.

Function 5 (incl. Expected results)

Provides support the development of the Business Plan and Budget, achieving results such as:

• Draft explanatory texts used to support the Business Plan (BP) and budget.
• Proofread the Safety and Air Navigation Capacity and Efficiency content of the BP and budget.
• In coordination with Deputy Directors and Section Chiefs, develop responses to the BP and budget-related queries from the Council and Finance Committee on the Safety and Air Navigation Capacity and Efficiency Strategic Objectives.
• Assist with the data collection related to the budget-related activities.

Qualifications and Experience

Education

Essential

• High School Diploma or equivalent is required.

Desirable

• Diploma of College Studies (DEC) or first-level university degree in office administration, business administration, or related field, is desirable.

Professional experience 

Essential

• A minimum of six (6) years of experience in administrative work, four of which must have been with an international organization or a government.
• Experience in writing, editing, proofreading and page make-up related to various correspondence.
• Experience with latest information technology (IT) software applications, including Microsoft Word, PowerPoint, Excel, OneDrive, Teams and SharePoint.
• Experience with the use of a database system and project management tools (ex: Asana).
• Experience in dealing with high-level government officials.
• Experience in dealing with sensitive and confidential matters.
• Experience in a high-pressure work environment.

Desirable

• Experience in drafting correspondence to high-level government officials in various States.
• Experience with ICAO activities, policies and procedures and its governing bodies.

Languages 

Essential

• Fluent reading, writing and speaking abilities in English and a working knowledge of French.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_3001/requisitions/job/21556

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