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; developing and updating Annex 17 – AviationSecurity; and managing and overseeing the work programme of the Aviation Security Panel (AVSECP) and its working groups, and the Cybersecurity Panel (CYSECP) and its working groups. The Section is also mandated to ensure the development of Doc 8973 – Aviation Security Manual; maintain the Technical Annex to the Convention on the Marking of Plastic Explosives for the Purpose of Detection (MEX); and provide support to the Assembly, the Council, and the Aviation Security Committee (ASC).

The incumbent reports to Aviation Security Technical Officer from whom s/he seeks advice and guidance on assignments and provides support to the Chief of the Section and other staff within ASP.

Major Duties and Responsibilities

Function 1 (incl. Expected results)

Provides timely processing of proposed amendments to Annex 17 – Aviation Security, achieving results such as:

• Establish and oversee production workflow for Annex 17 amendments.
• Draft initial working papers and correspondence relating to proposed Annex amendments.
• Evaluate, track, and monitor responses from States, Panels and Working Groups related to a proposed Annex amendment
• Manage the tracking and filing of Annex 17 differences reported by States through Electronic Filing of Differences (EFOD).

Function 2 (incl. Expected results)

Performs quality control functions for ASP publications and guidance material, achieving results such as:

• Review, edit and format a variety of documents and publications for accuracy and completeness in accordance with ICAO prescribed style and standards.
• Assist in developing and updating aviation security and cybersecurity manuals, guidance material and other relevant documentation, and review, edit and make recommendations for improvement.
• Oversee the approval, translation and issuance process of ASP publications, and ensure proper distribution of such publications across relevant ICAO platforms like websites, libraries and online catalogues, in accordance with ICAO prescribed policies and liaise with Languages, Publications & Conference Management (LPC), as necessary.

Function 3 (incl. Expected results)

Provides effective assistance and support to ICAO deliberative bodies (AVSECP and CYSECP, their working groups and to the Aviation Security Committee, Council and Assembly) and to annual Security Week events, achieving results such as:

• Provide technical and logistical assistance for meetings, including the set-up of meeting rooms and equipment, remote participation platforms and on-site support to Chairpersons, the Secretariat and delegates.
• Liaise with other offices on meeting facilities and requirements, building access and visa assistance requests for delegates.
• Coordinate the logistical and administrative arrangements for annual Security Week events, including the scheduling of sessions, participant registration and liaison with the offices and entities concerned.
• Act as focal point for enquiries from participants and States on meeting arrangements and initiate and draft correspondence in relation to AVSECP and CYSECP membership.
• Maintain membership, participant and contact lists, and administer user access to the secure portals.
• Evaluate and organize content for web publication within the secure portals and ensure that aviation security information on public and secure websites is up-to-date.

Function 4 (incl. Expected results)

Coordinates the preparation, issuance and distribution of documentation for States and ICAO deliberative bodies (AVSECP, CYSECP, ASC, Council and Assembly), achieving results such as:

• Prepare initial drafts of pre- and post-meeting documentation, including working and information papers, agendas, reports, summaries, oral reports of Chairpersons and speaking notes, in coordination with other Sections and Bureaus.
• Coordinate the preparation of the Order of Business and other relevant documentation for ASC meetings for approval, by providing initial drafts and templates as necessary.
• Oversee and follow up on the processing of meeting documentation to ensure that all documents are issued, distributed and posted within the applicable deadlines.
• Liaise with LPC with regard to the provision of documents and related material required for interpretation during meetings.
• Develop and maintain a record of potential items for the ICAO deliberative bodies, and establish and maintain records of progress on the subjects.
• Prepare and compile briefing and reference material, and coordinate technical input for its preparation, as required.

Function 5 (incl. Expected results)

Supports the administrative aspects of planning and organizing ASP work, achieving results such as:

• Review, compile and monitor the content of the ASP work programme, including the deliverables, elements, assignments and deadlines contained therein and support the Senior Technical and Programme Associate and Technical Officers to ensure suitable and timely actions on outstanding matters.
• Conduct research on various aspects of AVSEC work in general, as necessary.
• Provide advice on standing office practices, standards of work and working methods.
• Maintain and update the ASP Section procedures and guidelines.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Educational background

Essential

• High school diploma or equivalent, is required.

Professional experience and knowledge

Essential

• Six years of relevant experience is required.
• Experience with office automation equipment and contemporary software is required.
• Experience working in a multicultural or international environment and the ability to deal with sensitive and confidential matters with diplomacy, discretion, and tact.

Desirable

• Four years of relevant experience with the Organization, an international organization or a government, in positions of increasing levels of responsibility, is desirable.
• Experience with ICAO, its functions, organization, practices and procedures, in particular with respect to the Council and its Committees, is desirable.

Language skills

Essential

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

Desirable

• Knowledge of any of the following languages of the Organization (Arabic, Chinese, French, Russian, Spanish), is desirable.

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.

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 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. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

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 52,450