Senior Programme Associate, ATB

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 ATB-related conferences, divisional, panel and working group meetings related to these three Strategic Goals.

The incumbent reports directly to the Director, Air Transport Bureau (D/ATB) and works independently in order to provide support in the accurate and timely preparation of documentation for the Committee and Council Sessions. D/ATB provides advice, especially in circumstances that would require the reprioritization of major tasks.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Provides support to the Director in the activities related to the Council, Assembly and their Commissions, Committees and informal groups, ATB-related conferences and other bodies of the Organization,, achieving results such as:

• Establish and manage the ATB workflow, including deadlines for the preparation of documentation for the Air Transport Committee (ATC), Joint Support Committee (JSC), Aviation Security Committee (ASC), Climate and Environment Committee (CEC) and Council (including informal Council briefings),
• Liaise with ATB Deputy Directors, Section Chiefs, Office of the Secretary General and Office of the President, as necessary.
• Monitor the processing and production of documentation to ensure timely distribution for discussion in the Assembly and their Committees/Commissions, Council and Council Committees/informal groups.
• Review, revise, edit draft working papers, liaising with ATB Deputy Directors and Section Chiefs as required, prior to submission of working papers for approval by D/ATB; provide comments as necessary regarding content and ensure follow-up action is taken regarding recommendations made by Assembly Commissions/Committee, Council and Council Committees/informal groups and ATB-related conferences.
• Assist the Office of the Director in planning, organizing, coordinating and controlling the work of the Air Transport Bureau.

Function 2 (incl. Expected results)

Initiates and generates documentation related to the Air Transport Work Programme, achieving results such as:

• Develop the annual ATC working paper pertaining to the meetings programme in the air transport field, the sessional Committee and Council work programmes, and the triennial review of panels and other expert groups in the air transport field.
• Ensure through coordination with entities that input received from entities within the Bureaux is accurate.
• Review earlier Council Sessions to ensure that regular routine working papers are reflected in the appropriate sessional work programme.
• Ensure that working papers related to upcoming meetings are accurately scheduled in the correct sessional work programme.

Function 3 (incl. Expected results)

Coordinates and manages the sessional work programme of the Air Transport Committee, achieving results such as:

• Attend the sessional Air Transport Committee (ATC) meetings and generate the Summary of Decisions based on notes and verbatim transcripts/recordings;
• Coordinate the processing, distribution and implementation of decisions;
• Develop ATC sessional work programme and orders of business in coordination with Deputy Directors, Section Chiefs and in accordance with ATC meeting proceedings.

Function 4 (incl. Expected results)

Assists Chairperson, ATC, Offices of the President and Secretary General and Director, ATB, in preparation of ATC, achieving results such as:

• Develop, in an advisory capacity and in coordination with ATB Deputy Directors, Section Chiefs, opening comments for use by the Chairperson, ATC
• Coordinate submission and edit introductory notes pertaining to working papers for presentation to the ATC for approval by D/ATB and provide comments, as necessary, regarding contents.
• Provide documentation, including any background notes related to the items to be discussed, for the Chairperson for the ATC meetings

Function 5 (incl. Expected results)

Collaborates and assists in the activities of the Office of the Director, achieving results such as:

• Assist, when required, the Senior Programme Associate, on development of memoranda and correspondence on administrative matters and standard procedures for ATB on operational and administrative issues, for signature by the Director.
• Represent ATB at coordination meetings regarding Assembly, ATB-related conferences and ATB-related publications.
• Prepare forecasts of documentation for use by Document Control and language sections.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

• A high school diploma, is required.

Desirable

• A Diploma of College Studies (DEC), is desirable.
• Additional training or certification in computer applications, business administration, or a related field, is desirable.

Professional experience

1. Essential

• At least seven (7) years of relevant experience, five of which must have been with the Organization, a government, or an international organization with increasing levels of responsibility, is required.
• Experience in writing, editing, proofreading and page make-up related to various correspondence, is required.
• Experience in dealing with high-level government officials, is required.
• Experience in dealing with sensitive and confidential matters, is required.
• Experience in drafting correspondence to high-level government officials in various States, is required.
• Experience in office administration and management and preparation of working papers, reports and presentations, is required.
• Experience with ICAO practices, policies and procedures, is required.

Desirable

• Experience working in international organizations or the United Nations system, is desirable.
• Experience with ICAO activities, policies and procedures and its governing bodies, is desirable.
• Experience with latest information technology (IT) software applications, including Microsoft Word, PowerPoint, Excel, OneDrive, Teams and SharePoint, 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: Knowledge of the structure/functions of the Organization, in particular the Air Transport Committee; knowledge of civil aviation subject matters related to the work programme/business plan of the Air Transport Bureau; in-depth knowledge of the rules of procedure of the ICAO Council; understanding of the international environment and ability to deal with sensitive and confidential matters with diplomacy and tact; 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.

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.

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

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

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.