Programme Assistant International Civil Aviation Organization Experience: 3 to 5 Years Montreal, Canada Apply By: 04-11-2024

The Organizational Setting

The Environmental Standards (ENS) Section in the Air Transport Bureau is one of sections charged with delivering results with respect to ICAO’s Strategic Objective – Environmental Protection. The Section is responsible for the development of Standards and Recommended Practices (SARPs), conducting quantitative studies and assessment of environmental benefits, and providing guidance on aircraft noise and aircraft engine emissions (local air quality). The Section maintains all volumes of Annex 16 – Environmental Protection and databases on aircraft noise and aircraft engine emissions, and in cooperation with the Aviation Data and Analysis Section, contributes to collecting and compiling various environmental aviation statistics including fuel consumption data. It also provides support to the Assembly, the Council, the Air Navigation Commission (ANC), and the Committee on Aviation Environmental Protection (CAEP).

The incumbent reports directly to the Chief, Environmental Standards (C/ES) from whom s/he seeks appropriate direction and advice on how to assist C/ES with activities related to the Committee on Aviation Environmental Protection (CAEP). S/he is to work with the guidance of Technical Officers and colleagues on tasks that have been assigned. S/he is to work with the Technical Officers in charge of the Working Groups of CAEP. It is expected that the incumbent will be able to work independently on tasks assigned. This post requires extensive coordination with the Climate Change Section and with the Deputy Director, Environment. 

Major Duties and Responsibilities

Function 1 (incl. Expected results)

Ensures the efficiency and effectiveness of the Environmental Standards Section in terms of the administrative procedures, including those related to the Committee on Aviation Environmental Protection (CAEP), achieving results such as: 

• Provide comprehensive administrative support to C/ES, as well as Deputy Director, Environment and the Technical Officers, to meet high priority deadlines of the Section, and more specifically to CAEP.
• Provide, in a timely manner, background information for those items requiring the Section’s attention.
• Ensure proper administrative procedures are followed in accordance with corresponding ICAO rules, regulations and policies.
• Compile, maintain and process reports and statements of work performed by staff.
• Screen, coordinate and schedule efficiently meeting requests with the Section; maintain electronic calendars; receive visitors.
• Liaise with ICAO’s Travel Unit to obtain estimates and make travel arrangements and/or provide assistance in travel arrangements for the Section’s Officers’ participation at meetings away from Headquarters, especially CAEP related working groups.
• Provide advice and guidance to professional and general service staff on administrative procedures, correspondence standards and reporting requirements.
• Monitor staff attendance and annual leave/sick records for the Organizational Entity and prepare Monthly Attendance Reports.
• Assist in the training and work allocation of new or temporary administrative staff assigned to the Section.
• Provide back up for Environment (ENV) administrative staff.

Function 2 (incl. Expected results)

Processes documents related to working groups, task groups, and meeting documentation, including publications, achieving results such as:

• Consolidate input/information for and assist in the preparation and revision of working papers, reports, presentations and other documents for completeness, accuracy, grammatical correctness and editorial standards.
• Assist C/ES in the preparation of amendments to ICAO environment-related documents and working papers for the Air Navigation Commission (ANC), CAEP, Council, Assembly and any other bodies.
• Create and submit job requisitions for translation through the Electronic Documents and Enquiry Network system.
• Liaise with Language and Publications to ensure accuracy and timely production to meet required timelines.
• Liaise with Documents Management and Outsourcing Unit and Editorial Unit concerning the production and distribution of publications.
• Monitor, consolidate and report on the replies from States and international organizations to State Letters originated by the Section.
• Undertake research and compile documentation, reference material and other information required for various internal and external meetings.

Function 3 (incl. Expected results)

Organizes meetings, including CAEP and related working groups, seminars, ad hoc working groups, task groups and other events, achieving results such as:

• Assist in the preparation of all meeting-related documentation and correspondence.
• Assist in uploading and maintaining information on the different ENV websites.
• Maintain and update regularly ENV database on CAEP membership, meetings and activities.
• Reply efficiently to queries regarding participation in meetings and the use of the proper documentation templates.
• Verify the accreditation of members and advisers to meetings.
• Extraction of up-to-date reports on participants lists and accreditation lists.
• Prepare updated CAEP membership, attendance lists and appropriate badges for meetings, in an accurate and timely manner.
• Compile documentation, prepare folders required for various internal and external meetings, and undertake searches for reference material.

Function 4 (incl. Expected results)

Handles correspondence in terms of drafting, processing and follow-up, achieving results such as: 

• Draft, type, format correspondence, documentation and other written material, often of an urgent nature, from verbal instructions, hand-written drafts, etc., in conformity with established procedures.
• Receive, classify, sort, circulate and distribute mail. Prepare routine responses to incoming enquiries according to the nature of the subject matter. Maintain a stock of forms, stationery and supplies for the Section.
• Proofread and/or verify accuracy of material, including own work, for correctness and conformity with established procedures before release to maximize quality in a timely manner.
• Undertake research for reference material in files, documents, publications, and on the internet, as required.
• Explain correspondence and other procedures to new staff.

Function 5 (incl. Expected results)

Establishes, maintains and improves filing systems and contributes to the development and update of knowledge management tools, achieving results such as: 

• Ensure the documents retained in the ENV Library are current to reflect accurately in an updated manner all Section publications, including outreach material, as well as reference material pertaining to the work programme.
• Update a variety of chronological, subject matter files (including electronic files) as required. Process Section material through the Electronic Document and Record Management System.
• Assist the Section by making reference documents available as requested.
• Improve and develop on an ongoing basis information retention and retrieval techniques.
• Assist in the implementation of new knowledge management systems.

Qualifications and Experience

Education

Essential

• High school diploma or equivalent is required.

Desirable

• Diploma of college studies (DEC) or equivalent is desirable.
• Additional training or certification in office administration.

Professional experience 

Essential

• At least four years of experience in administrative work.
• Experience in office automation techniques for text processing and contemporary software including loading files on a web environment.
• Proven experience in managing and maintaining filing systems.

Desirable

• Two years of work experience which should have been with the Organization, an international organization or a government.
• Experience in ICAO’s structure and of its correspondence and filing procedures.

Languages

Essential 

• Fluent reading, writing and speaking abilities in English.

Desirable 

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

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_3001/requisitions/job/21489