Senior Programme Associate

The Air Transport Bureau (ATB) supports Security and Facilitation; Economic Development of Air Transport; and Environmental Protection. ATB also contributes towards Safety, develops and coordinates global policy and a legal framework, manages the Aviation Security Audit Programme, and assists States in implementing security Standards and resolving deficiencies. ATB manages the Statistics Programme, generating aviation data, as well as forecasting activities and economic studies, enabling the provision of authoritative information on present and future air transport development.

The Aviation Security, Cybersecurity and Facilitation Branch (ATB/ASF) contributes to the development and coordination of a global policy and legal framework for international civil aviation with respect to aviation security, cybersecurity and facilitation, conducts audits that identify aviation security shortcomings and assists States in implementing security standards. ASF is responsible for the development, maintenance of, and advice relating to, Annex 17 – Security and Annex 9 – Facilitation.

The Facilitation (FAL) Section is one of the four Sections of the Aviation Security, Cybersecurity and Facilitation Branch, charged with delivering results with respect to ICAO’s Strategic Goal – Aviation Delivers Reliable, Accessible and Seamless Mobility for All. Its primary responsibility is to develop and update Standards and Recommended Practices (SARPs) related to the facilitation of the international air transport system, found in Annex 9 — Facilitation, and to support Member States with their implementation of SARPs. The Section manages and oversees the work programme of the Facilitation Panel (FALP) and its working groups and directs the work of the Facilitation Division. The Section is equally responsible for activities related to the ICAO Traveller Identification Programme (ICAO TRIP) Strategy, which includes the development of specifications for Machine Readable Travel Documents (MRTDs), published as Document 9303, the work programme of the Technical Advisory Group on the Traveller Identification Programme (TRIP) Strategy (TAG/TRIP) and its working groups, and the operation of the Public Key Directory (PKD). It provides support to the Assembly, Council, Air Transport Committee (ATC) and the PKD Board.

The incumbent of the position reports to the Technical Officer ICAO TRIP and works independently to provide administrative services, programme coordination, and management support, prepare accurate and timely reports to Technical Officer ICAO TRIP and support the overall work programme of the Facilitation Section. The Technical Officer ICAO TRIP provides advice, especially on complex procedures, technical issues and overall project administration. Furthermore, the incumbent will supervise staff resources on occasion, which includes delegation and distribution of tasks and decisions on priorities. However, in such situations, technical supervision and performance evaluation responsibilities will remain with the Technical Officer ICAO TRIP.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Provides overall programme coordination and document management support to the ICAO TRIP activities, achieving results such as:

• Assist in the planning, coordination and monitoring of ICAO TRIP programme activities and workplans.
• Coordinate preparation, review and dissemination of correspondence, State Letters, briefing notes, reports, presentations and other programme documentation.
• Assist in the preparation of reports and briefing materials for ICAO management, meetings and governing bodies.
• Maintain records and track actions arising from TAG/TRIP, NTWG, ICBWG, Facilitation Panel meetings and other related forums.
• Monitor programme workplans, schedules, deadlines and deliverables and coordinate follow-up actions with relevant stakeholders.
• Monitor State Letters replies, deadlines and facilitate follow-up actions with States, experts and stakeholders.
• Maintain programme documentation and electronic repositories relating to TRIP activities.
• Support preparation of working paper for ICAO governing bodies and management.

Function 2 (incl. Expected results)

Provides secretariat and administrative support to the TAG/TRIP and its Working Groups, achieving results such as:

• Coordinate the preparation, processing and distribution of working papers, reports, correspondence and other documentation related to TAG/TRIP meetings and related expert groups.
• Support the planning and organization of TAG/TRIP meetings, Working Group sessions and expert consultations, including logistical arrangements for in-person, virtual and hybrid meetings.
• Maintain records of recommendations, conclusions and action items arising from meetings and monitor follow-up activities to support timely implementation.
• Coordinate communications and consultations among Working Group Chairs, experts, Member States, international organizations and industry stakeholders participating in TAG/TRIP activities.
• Support the collection, consolidation and tracking of comments and proposed amendments related to Doc 9303 and associated guidance material.
• Assist in the preparation of meeting reports, summaries and related documentation for submission to ICAO management, the Facilitation Panel and other governing bodies, as required.
• Maintain and update document repositories, expert rosters, distribution lists and other records related to TAG/TRIP activities in accordance with ICAO information management practices.

Function 3 (incl. Expected results)

Collaborates in the editorial and publication support of the Doc 9303 editorial and publication support, achieving results such as:

• Coordinate editorial and administrative activities associated with the maintenance, amendment and publication of Doc 9303 and related technical guidance material.
• Support the preparation, review, consolidation and processing of draft technical specifications, amendments, guidance material and related documentation developed through TAG/TRIP and its Working Groups.
• Collect, compile and track comments, proposals and recommendations received from subject matter experts for incorporation into the Doc 9303 review process.
• Maintain records of amendment proposals, editorial decisions, publication histories and supporting documentation to ensure the integrity, consistency and traceability of Doc 9303 provisions.
• Prepare, format and quality-control draft texts, reports, tables, technical specifications and supporting materials for publication and dissemination.
• Liaise with ICAO Language Services and other relevant stakeholders to support the timely production, translation, publication and distribution of Doc 9303 volumes and associated material.
• Monitor publication schedules, amendment cycles and related deliverables to ensure the timely completion of editorial and publication activities.
• Maintain electronic repositories, reference materials and archival records relating to Doc 9303 and associated technical documentation.

Function 4 (incl. Expected results)

Assists in development and implementation of ICAO TRIP capacity building support, achieving results such as:

• Support the planning, organization and delivery of ICAO TRIP Symposia, regional TRIP Seminars, workshops and other outreach events.
• Coordinate participant registration, invitations, speaker liaison, agendas and event documentation.
• Assist in the collection of presentations.
• Coordinate logistical arrangements for meetings, seminars and related activities, including virtual and hybrid events.
• Maintain records of participants, speakers and stakeholders involved in TRIP capacity-building activities.
• Support follow-up activities arising from TRIP Symposia and regional seminars, including communications with States, and international organizations.
• Provide guidance and coordinate logistics for symposia, seminars, meetings, workshops, and training courses, including preparation of background documents and presentations and providing administrative and substantive support.
• Ensure adherence to ICAO’s policies on publishing by contributing to website design related to the ICAO TRIP activities and events.
• Maintain deadlines for preparation and arrangements of updated information, documentation and presentations from symposia, seminars, meetings, websites used by States, stakeholders, industry and private sector.
• Organize and examine the event registration systems and databases and monitor maintenance of systems.

Function 5 (incl. Expected results)

Collaborates on communications and outreach support of the ICAO TRIP, achieving results such as:

• Compile and make recommendations on schedules for symposia, seminars, meetings, workshops, , industry events, etc.
• Maintain ICAO TRIP expert rosters and TRIP global technical resources.
• Prepare briefing packages, background documentation, presentations and speaking points for meetings with States, organizations and industry stakeholders.
• Provide administrative and assistance support for bilateral meetings with States, international and regional organizations, donor agencies at symposia, seminars, meetings, workshops and training courses.
• Assist in maintaining TRIP-related information on ICAO platforms.
• Coordinate responses to routine information requests.
• Support dissemination of technical guidance and programme information.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

• A high school diploma, is required.

Professional experience

Essential

• A minimum of seven (7) years of relevant experience in administrative work, five of which must have been with the organization or in government positions of increasing levels of responsibility, is required.
• Experience in the use of software applications (MS PowerPoint, Excel, Word), is required.
• Proven experience in event management, logistics and government/client relations, is required.
• Experience in office administration and management and preparation of working papers, reports and presentations, is required.
• Experience with ICAO practices, procedures, is required.

Desirable

• Experience supporting international technical meetings, panels, advisory groups or working groups, is desirable.
• Experience in proofreading and editing, is desirable.
• Experience coordinating publication or editorial processes, is desirable.
• Experience in project management, is desirable.

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).

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.

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.

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 three years.

Please note that this post is restricted to internal candidates.

Also note that this is a locally-recruited post and restricted to Canadian Citizens and Permanent Residents of Canada.