Aviation Security Programme Assistant

JOB DESCRIPTION

The Organizational Setting

The Air Transport Bureau (ATB) carries out activities under ICAO’s Strategic Goals of “Every Flight Is Safe and Secure”,” Aviation Is Environmentally Sustainable”, “Aviation Delivers Seamless, Accessible, and Reliable Mobility for All” and “The Economic Development of Air Transport Assures the Delivery of Economic Prosperity and Societal Well-Being for All”. It also contributes to the Goal of “No Country Left Behind”. It is responsible for the provision of expert assistance required by the Assembly, Council, Air Transport Committee (ATC), Aviation Security Committee (ASC), Ad Hoc Cybersecurity Coordination Committee (AHCCC), Committee on Joint Support of Air Navigation Services (JSC), Climate and Environment Committee (CEC), Committee on Aviation Environmental Protection (CAEP) and the specialized conference, divisional, panel and working group meetings related to these three Strategic Goals.

The Aviation Security Policy (ASP) Section of Aviation Security and Facilitation (ASF), Air Transport Bureau, is responsible for developing new and amended Standards and Recommended Practices (SARPs) relating to the security of the international air transport system and is responsible for the maintenance of Annex 17 – Aviation Security. The Section also oversees the work programme of the Aviation Security (AVSEC) Panel of experts and its Working Groups as well as provides Secretariat support to the Cybersecurity Panel (CYSECP) and its Working Groups. The ASP Section is also responsible for the update and maintenance of numerous aviation security and cybersecurity guidance materials, including but not limited to the Aviation Security Manual (Doc 8973), as well as relevant websites and portals. In addition, the Section provides support to the Assembly, Council, the Aviation Security Committee (ASC), the Ad Hoc Cybersecurity Coordinating Committee (AHCCC) and the International Explosives Technical Commission (IETC).

The incumbent reports to Chief, Aviation Security and Cybersecurity Policy Section (C/ASP) from whom she/he seeks advice and guidance on assignments and provides support to the other staff within the ASP Section.

Major Duties And Responsibilities

Function 1 (incl. Expected results)

Provides administrative and clerical support to the ASP Section, achieving results such as:

• Handle, organize and manage physical and electronic files in several categories, including through the ICAO electronic documents and records management system;
• Prepare, format and/or proofread working papers, reports, briefing notes, PowerPoint presentations, letters, memoranda, etc. in accordance with ICAO practices and procedures;
• Respond to general routine queries and correspondence; and
• Arrange for the translation of Council Working Papers (C-WPs) and other documentation with a mark-up for electronic submission, coordinating with Documents Management and Outsourcing Unit (DMO) to meet deadlines.
  
  

Function 2 (incl. Expected results)

Updates conference/panel/study group meeting websites and portal sites, achieving results such as:

• Keep up-to-date the ASP Section database and operational spreadsheets, for the Aviation Security and Cybersecurity Panel Working Groups, AHCCC, and the ASP Section schedule of meetings, events and missions;
• Assist ASP staff on ad hoc requests for the creation and update of websites and ensure that pre- and post-meeting documentation is posted;
• Update information contained in the Aviation Security Applications Platform, including the Acts of Unlawful Interference Database (AUID) and the Point of Contact network, UNAll, Quantum; and
• Collect and collate content for publication on ICAO public webpage using SharePoint and OneDrive
  
  

Function 3 (incl. Expected results)

Provides Assistance, Advice And Guidance To ASP Professional (P) And General Service (GS) Staff On Administrative Procedures, achieving Results Such As:

• Coordinate meetings and appointments as instructed;
• Assist in the preparation and conduct of Point of Contact (POC) network regional and global tests;
• Keep up-to-date on policies and procedures and carry out the necessary administrative paperwork; and
• Provide administrative support for official travel and mission-related processes;
• Assist with routine administrative processing related to consultants, temporary personnel, procurement and financial transactions, including the preparation and follow-up of supporting documentation, as required.
  
  

Function 4 (incl. Expected results)

Provides administrative support for meeting preparations, achieving results such as:

• Assist ASP staff with pre-meeting preparations, ensuring accurate and timely production of meeting documentation, including presentations and programmes for delegates;
• Coordinate administrative and logistical requirements for ASP meetings, conferences and events, including invitation letters, internal correspondence, meeting programmes, meeting and service approval requests, and liaison with relevant ICAO sections to ensure required services are arranged;
• Provide administrative and secretariat support to the AHCCC, AVSECP, CYSECP, related Working Groups and Task Forces, and other ASP meetings and activities, as required;
• Coordinate and maintain the online database for pre-registrations of conferences/symposia in coordination with ASP Staff; and
• Assist in the preparation and coordination of communications and promotional materials for ASP meetings and events, including website, newsletter and social media inputs, as required.
• Function 5 (incl. Expected results)
  
  

Contributes to the daily functioning of the ASP Section, achieving results such as:

• Welcome and guide visitors, workers and technicians, etc;
• Maintain the ASP Section electronic inboxes for proper dissemination of information and correspondence;
• Update the Section Standard Operating Procedures (SOPs), as appropriate; and
• Track staff annual leave and maintain spreadsheet .
  
  

Function 6 (incl. Expected results)

Qualifications And Experience

Performs other related duties, as assigned.

Education

• Essential
• High school diploma or equivalent, is required.
• Desirable
• Additional training or certification in general office administration, public or business administration, or a related area.
  
  

Professional experience

Essential

• A minimum of four years of experience in administrative support in a public or private organization, is required.
• Experience in using MS Office and the maintenance of records, is required.
• Experience in preparing official correspondence, is required.
  
  

Languages

Essential:

• Fluent reading, writing and speaking abilities in English, is required.
  
  

Desirable:

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

Competencies

Professionalism: Knowledge of office automation techniques, equipment and contemporary computer software for text/data processing and contemporary software, 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.

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.

Conditions of Employment

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.

Remuneration: Level Net Base Salary

per annum

G-4

CAD $43,976