editorial assistant Montreal
Job description
The Air Navigation Bureau (ANB) in ICAO is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council and the Assembly. The Air Navigation Bureau provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. It also manages the Universal Safety Oversight Audit Programme (USOAP) and Continuous Monitoring Approach (CMA) that monitors all States on a continuous basis.
The incumbent reports directly to the Director, Air Navigation Bureau (D/ANB) and performs the majority of the work with little or no advice and guidance as general instructions and guidelines are usually available in the form of precedents, standards and operating instructions. Specific instructions and directives will be provided by the Director on special tasks or complex issues. The incumbent also assists the Executive Associate to D/ANB in the management of the Air Navigation Bureau operations and assumes her/his duties during her/his absence. The incumbent also interacts with the Offices of the President of the Council and Secretary General, administrative staff of the Secretariat, National Delegations, Member States, Members of the Air Navigation Commission (ANC), international organizations and external entities.
Provides assistance to the Office of the Director in the production of State letters, Electronic Bulletins, other correspondence and documentation in reviewing, proofreading and editing, achieving results such as:
- Review State letters, Electronic Bulletins, other correspondence and documentation emanating from the Bureau for consistency and comprehensibility, editing text for substance and clarity, correcting syntax and stylistics, grammar, punctuation and idiomatic usage, and for adherence to ICAO standards and terminology.
- Rewrite content for clarity and conformity according to ICAO practices and procedures, and/or propose reorganization of content where necessary.
- Liaise and collaborate with originator on suggested changes and /or verification of accuracy of facts, references, and relevant dates.
- Undertake research for past procedures and for information with other Bureaus, the ICAO Secure Portal, General Service Instructions, the ICAO Terminology, Reference and Documentation, Records Management System and internet for quality assurance of product.
- Answer queries from ANB staff on the preparation of correspondence/documentation and ensure that ANB procedures and ICAO correspondence standards are met.
Function 2 (incl. Expected results)
Provides advice and guidance to Professional (P) and General Services (GS) staff of ANB on administrative procedures, achieving results such as:
- Provide guidance and support to Professional and General Services ANB staff on administrative guidelines and procedures, reporting requirements, correspondence standards, templates and working arrangements.
- Serve as focal point for new staff on the preparation of correspondence and documentation to ensure that it is done in conformity with the latest practice of the Organization.
- Disseminate information and instructions received from the Office of the Director of ANB, Offices of the President of the Council and Secretary General and other Bureaus on new directives and administrative procedures.
- Keep abreast of the provisions and amendments to ICAO administrative and management regulations, rules, policies and procedures; inform Sections and facilitate correct and consistent application.
- Compile, maintain and update operating procedures and written administrative guidelines/procedures, reporting requirements, correspondence standards, templates and working arrangements related to ANB.
Function 3 (incl. Expected results)
Contributes to the management, assignment and monitoring of tasks as well as ensuring their timely completion in coordination with Sections of ANB, achieving results such as:
- Support the management of the ANB Office inbox and incoming mail ensuring that information is disseminated; requests requiring action are tracked and coordinated for a timely response.
- In coordination with the Executive Associate, provide support to the Deputy Directors and their Section Chiefs in order to facilitate the completion of tasks addressed to D/ANB by setting deadlines and monitoring the progress of task completion, including the efficient utilization of a task management tool.
- Coordinate and support staff on administrative matters, often under tight and conflicting deadlines and monitor the progress of task completion. Flag any delays and take necessary action.
- Communicate, consult or coordinate on complex tasks with other Bureaus, Regional Offices as necessary or as directed on requests from the Offices of the President of the Council and Secretary General, often on sensitive and/or urgent matters.
- Assemble input from Deputy Directors and Chiefs on assigned tasks and assist in the preparation of draft responses for review and approval by D/ANB.
- Support the timely preparation of various briefing material requested by the Offices of the President of the Council and Secretary General by tasking to the appropriate Management for action using a task management tool, and subsequently uploading the material in PRES and OSG SharePoint websites.
- Follow up with the Offices of the President of the Council and Secretary General and other Bureaus on pending matters or for directives, when necessary.
- Disseminate relevant information to appropriate staff in ANB and keep them up to date on matters of concern.
Function 4 (incl. Expected results)
Provides administrative and operative office service support, achieving results such as:
- Draft State letters, Electronic Bulletins, other correspondence and documentation that originate from the Office of the Director.
- Arrange for translation of documentation with a mark-up for electronic submission, coordinating with Documents Management and Outsourcing Unit in order to meet deadlines.
- Effective administrative operations and support tasks for the Office of the Director, particularly with regard to information handling, bearing in mind the need for discretion and confidentiality.
- Assemble relevant documentation for D/ANB as necessary for Council and other meetings.
- Assist in the scheduling of meetings for the Director and receiving visitors from all levels, including representatives from Delegations, Member States, international organizations and external counterparts.
- Attend Management meetings in the absence of the Executive Associate and brief her/him of the outcomes of the meetings.
- Assist in the administrative and day-to-day operations of the Air Navigation Bureau and assume her/his duties during her/his absence.
- Answer inquiries from external parties on ANB matters and referring them to the appropriate office for further information.
Function 5 (incl. Expected results)
Provides support the development of the Business Plan and Budget, achieving results such as:
- Draft explanatory texts used to support the Business Plan (BP) and budget.
- Proofread the Safety and Air Navigation Capacity and Efficiency content of the BP and budget.
- In coordination with Deputy Directors and Section Chiefs, develop responses to the BP and budget-related queries from the Council and Finance Committee on the Safety and Air Navigation Capacity and Efficiency Strategic Objectives.
Function 6 (incl. Expected results)
Performs other related duties, as assigned.
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.
A Diploma of College Studies (DEC) in office administration or equivalent educational qualification is required.
Training in basic editing practices is desirable.
- 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 a high pressure work environment is required.
- Experience in drafting correspondence to high-level government officials in various States is desirable.
- Experience with latest information technology (IT) software applications, including Microsoft Word, PowerPoint, Excel, OneDrive, Teams and SharePoint is desirable.
- Experience with the use of a database system is desirable.
- Experience with ICAO activities, policies and procedures and its governing bodies is desirable.
Fluent reading, writing and speaking abilities in English and a working knowledge of French is required.
A working knowledge of any other official language of the Organization (Arabic, Chinese, Russian, Spanish) is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special NoticePlease 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 (3) 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. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
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 per annum
Level: G-6
Net Base Salary: CAD 47,249
In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.
Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.
ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.
About United Nations
CEO: António Guterres
Revenue: Unknown / Non-Applicable
Size: 10000+ Employees
Type: Government
Website: www.un.org
Year Founded: 1945
