Council Secretariat Associate

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,986 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The Assembly and Council Secretariat (ACS) is located within the Bureau of Administration and Services (ADB) in ICAO and is dedicated to facilitating the deliberation and decision-making processes of the governing bodies of ICAO by providing substantive secretariat support services to the sessions of the Assembly and Council as well as other international meetings.

The occupant of this position reports directly to the Chief, Assembly and Council Secretariat (C/ACS). In doing so, the Council Secretariat Associate supports the provision of secretariat support services for the sessions of the governing bodies.

Responsibilities Function 1 (incl. Expected results) Provides secretariat support assistance for Council meetings, achieving results such as: - Coordinate with other Bureaux to obtain information for the sessional work programmes, including the drafting of preliminary versions of the Council work programmes for the Chief’s review and finalization; - Draft Orders of Business (OBs) for each meeting of the Council based on direct liaison with the Office of the President and the Office of the Secretary General to reflect up-to-date changes in sequence; - Upload/distribute finalized OBs to the Council website and liaise with Delegations of Member States in responding to questions concerning the sequence of items reflected on the OB, as well as other related questions; - Process documentation, including Council working papers submitted by Member States for translation/distribution; - In consultation with the Office of the President, assign Council working paper numbers and maintain the database of Council subjects and working papers; - Liaise with the Office of the President and the Office of the Secretary General in the approval of the summaries of decisions (C-DECs), reflecting the outcomes of meetings of the Council; - Process approved C-DECs for translation and then circulate C-DECs to Council Representatives for their review and comments; - Ensure that approved C-DECs are processed for uploading onto the Council website; - Coordinate the inputs related to the report on action taken on Council decisions (CDFA) in liaison with the associated focal points in the Strategic Planning, Coordination and Partnerships Office (SPCP).

Function 2 (incl. Expected results) Serves as the focal point for the Secretariat and Council Delegations in the provision of support services for the Assembly, achieving results such as: - Provide guidance to Delegations of Member States and international organizations in the preparation of working papers to be submitted for consideration at the Assembly sessions; - Evaluate and edit incoming working papers from Member States and international organizations to ensure their compliance with existing editorial and formatting requirements; - Supervise and monitor the processing of working papers submitted by Member States and international organizations in relation to language translation requirements and distribution deadlines; - Review and verify the content of both outgoing and incoming State letters related to the triennial election of the Council and its President; - Liaise directly with Delegations of Member States to respond to questions concerning the nomination and election process and timeline; - Assist and support C/ACS with the voting processes during the Assembly session in relation to the election of Member States to the Council; - Coordinate the preparation of multilingual lists, memoranda, ballot papers and teller sheets for use during voting processes; - In consultation with the Office of the Secretary General and the Legal Affairs and External Relations Bureau, verify final voting lists of delegates of Member States, eligible to participate in voting processes; - Supervise the processing of general statements delivered by Representatives of Member States during the Assembly session and liaise directly with Delegations to respond to questions related to their statement and its scheduling.

Function 3 (incl. Expected results) Contributes to the production of documentation emanating from the Assembly and Council Secretariat, achieving results such as: - Prepare bound volumes of Council summary minutes (C-MINs), including table of contents, subject index and cover, and then process the finalized version for printing and distribution; - Coordinate the preparation of the provisional edition of Assembly resolutions; - Assist C/ACS in the preparation of the manuscript for the document Assembly Resolutions in Force; - Liaise with the précis-writers who are assigned to cover meetings of the Assembly, to assist with the finalization of draft minutes and the submission of corresponding mark-up versions; - Assist with the proofreading of Assembly related documentation to ensure accuracy, completeness and consistency with existing ICAO practices, procedures and style; - Assist with the preparation of the bound volumes of reports on the Plenary and Executive Committee and related minutes, and their processing for the purposes of translation and printing.

Function 4 (incl. Expected results) Provides office service support in the Assembly and Council Secretariat, achieving results such as: - Monitor the ACS e-mail inbox and review all incoming messages to determine appropriate action, and respond directly to messages providing information and clarification, as appropriate; - Evaluate incoming mail, including from Member States, and coordinate responses or follow-up action, as appropriate, including in relation to those items of a confidential or sensitive nature; - Receive and welcome Council Representatives and other high-level dignitaries from Member States who visit ACS for meetings and appointments, extending at all times expected levels of protocol, particularly during sessions of the Assembly; - Provide guidance and information to Member States in response to questions and requests; - Coordinate with other Bureaux the gathering of information necessary for the preparation of documentation for the governing bodies, including to ensure accuracy and completeness of information to be provided; - Monitor and prioritize requests from other key focal points, including the Office of the President and Office of the Secretary General; - Ensure that information uploaded to the ACS SharePoint site is up-to-date and complete.

Function 5 (incl. Expected results) Provides advice and guidance to other staff in the ACS team on administrative procedures related to documentation, and performs other duties as required, achieving results such as: - Prepare draft memoranda on behalf of C/ACS, including on highly-confidential matters, to be forwarded for approval and signature directly to the Office of the President and the Office of the Secretary General, as appropriate; - Support C/ACS in the coordination, drafting, preparation and distribution of support documentation for the annual Council off-site meetings, and serve as a focal point on logistical matters associated with this event; - Serve as the focal point for administrative and procedural matters on behalf of ACS; - Maintain the internal ACS database of information pertaining to ICAO administrative instructions, regulations, staff rules, policies and procedures.

Function 6 (incl. Expected results) Performs other related duties, as assigned.

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. Knowledge of the nature of work of other Bureaux/Offices/Units of the Secretariat is also desirable, as is some familiarity with the role and function of governing bodies within the United Nations system.

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.

Education Essential Completion of CEGEP or equivalent level education.

Desirable Advanced training/ Certificate in secretarial responsibilities.

Work Experience At least six years of experience in secretarial work is required.

Prior experience and familiarity in working with the governing bodies is required.

Prior experience in a supervisory capacity and in overseeing secretarial/administrative teams is desirable.

Languages Essential - Fluent reading, writing and speaking abilities in English.

Desirable - A working knowledge of any of the other official languages of the Organization (Arabic, Chinese, French, Russian or Spanish).

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice Applicants must hold either Canadian citizenship or Canadian Permanent Residency in order to be eligible for this position.

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).

Remuneration: Level G-6 Net Base Salary per annum CAD 44,077

United Nations Considerations 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.

No Fee 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.