Programme Assistant International Civil Aviation Organization Experience: 5 to 10 Years Montreal, Canada Apply By: 09-11-2024

The Organizational Setting

The Implementation Support and Development Section – Security (ISD-SEC), Aviation Security and Facilitation, Air Transport Bureau.

• The ISD-SEC Section is responsible for supporting ICAO Member States in their endeavours to implement Annex 17 — Aviation Security and Annex 9— Facilitation Standards and Recommended Practices (SARPs), and corrective action plans for the rectification of deficiencies primarily identified by the ICAO Universal Security Audit Programme audits, in order to assist them in meeting their aviation security obligations. The Section fosters partnerships and other collaborative agreements among States, industry, international financial institutions and other stakeholders in coordinating security assistance projects. In collaboration with the Global Aviation Training Office (GAT), ISD-SEC is responsible for the technical development, validation and maintenance of Aviation Security Training Packages (ASTPs) to be consistent with the ICAO Civil Aviation Training Policy.
• The incumbent reports directly to the Chief, Implementation Support and Development Section – Security (ISD-SEC), from whom s/he seeks advice and guidance on difficult or challenging tasks/projects. The Chief, ISD-SEC is responsible for providing instructions, assigning tasks, determining priorities, and evaluating the performance of the incumbent.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Contributes to the administration of the ICAO AVSEC implementation support programme, achieving results such as:

• Act as focal point for all administrative and procedural matters.
• Maintain and update the relevant AVSEC databases.
• Manage the finalization and distribution of the ISD-SEC newsletters.
• Manage and update the relevant pages of the ICAO Secure Portal and ICAO Public website, to ensure that the most current and accurate aviation security information and other relevant materials are available.
• Draft and edit all training-related correspondence, ensuring correct syntax and grammar as well as consistency with ICAO procedures, practices and style.
• Ensure adequate and timely response to inquiries from States, airports and airlines received through the ISD-SEC inbox regarding requests for support.

Function 2 (incl. Expected results)

Coordinates the preparation of working papers and reports addressing activities of the ISD-SEC programmes required for the Assembly, Council, Aviation Security Committee (ASC), Technical Cooperation and Implementation Support Committee (TCC) and the Aviation Security Panel of Experts (AVSECP), achieving results such as: 

• Assist in the development and drafting of reports and working papers for the Assembly, the Council, the ASC, TCC and AVSECP, as required.
• Conduct quality review of working papers to ensure high quality in terms of accuracy completeness and adherence to ICAO procedural guidelines; crosschecking references, for accuracy including necessary research.
• Prepare draft working papers for approval by C/ISD-SEC.
• Prepare administrative and statistical reports on activities, briefing material and summary reports as requested by C/ISD-SEC.
• Coordinate the review of working papers and reports with ASF, as required.

Function 3 (incl. Expected results)

Contributes to the management of the AVSEC Panel, Working Group on Training (WGT), achieving results such as:

• Provide administrative support to the WGT.
• Edit and finalize the WGT meeting reports in support of the WGT Secretary.
• Manage and update the WGT Secure Portal.

Function 4 (incl. Expected results)

Contributes to the development of aviation security training material, achieving results such as:

• Revise, edit, format and proofread all training material produced by technical officers, to include, PowerPoint presentations, instructor guides, handouts, exercises, and tests to ensure their standardization, quality and accuracy.
• Prepare courses, workshops, toolkits and other training material for translation to include, their compilation and assembly of documents, and the creation or modification of design and graphics for PowerPoint presentations.
• Manage the training and production of training material with the relevant Bureaus and Sections, including submission of the final approved material through gDOCS and other ICAO systems for translation and printing.
• Manage the ISD-SEC library of training-related material and toolkits to ensure that officers, training centres and AVSEC instructors have access to the most recent and valid training material.

Function 5 (incl. Expected results)

• Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

• High School Diploma or equivalent, is required.

Desirable

• A Diploma of College Studies (DEC) with training or certification in office management, business administration, secretarial studies, or in a related field, is desirable.

Professional experience 

Essential

• A minimum of five (5) years of experience in secretarial/administrative positions, is required.
• Experience in preparing correspondence and reviewing reports and presentations, is required.

Desirable

• Experience in using SharePoint applications, is desirable.

Languages 

Essential

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

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_3001/requisitions/job/21616