Innovation Events Coordinator

Result of Service Supports the organization of meetings related to innovation, including but not limited to the 2022 Innovation Fair. Provides administrative support for the development and preparation of material, documentation, reports, and presentations related to innovation. Supports knowledge management on innovation, including the identification and dissemination of lessons learned.

Work Location Montréal, Canada

Expected duration The selected consultant is expected to be employed for a period of 11 months, with a possibility of renewal.

Duties and Responsibilities THE ORGANIZATIONAL SETTING

Under the overall direction of the Office of the Secretary General (OSG), the Strategic Planning, Coordination and Partnerships Office (SPCP) coordinates high-level and crosscutting strategies and priorities among the different Bureaus and Offices, including the Regional Offices, of the Organization. In particular, the SPCP is responsible for the development and maintenance of the ICAO Business Plan, the ICAO Operating Plan, the Corporate Performance Management Framework, the Corporate Key Performance Indicators and the Risk Registry, which form the basis for resource allocation and assist the Secretary General to monitor its accountability and performance with respect to the implementation of initiatives. The SPCP has also the responsibility to facilitate the development of partnerships as well as to leverage such strategic partnerships in air transport systems’ enhancements for Member States and the mobilization of voluntary resources needed to implement necessary improvements. The 40th Session of the Assembly recognized that the aviation sector is undergoing increasingly rapid changes in terms of technology, threats and public expectations, and that both States and ICAO are being challenged to keep pace with the acceleration of these developments. The Assembly considered that a closer association with the industry at the executive level on innovation could have potential benefits to the Organization. Innovation is a horizontal strategy to support the achievement of the ICAO Strategic Objectives as well as the Sustainable Development Goals (SDGs). Innovations in technology and programming, as well as in approaches and processes are essential to keep aviation safe, secure, economically viable, efficient and environmentally responsible. SPCP leads a coordinated Organization-wide effort on innovation, with full consideration for the initiatives undertaken by its technical Bureaus and Regional Offices.

The Innovation Events Coordinator reports to the Strategic Planning and Regional Coordination Officer, on the organization of events related to innovation and aviation, in support of the attainment of ICAO’s Strategic Objectives and the achievement of the Sustainable Development Goals (SDGs) by 2030.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results): Supports the organization of meetings related to innovation, including but not limited to the 2022 Innovation Fair, achieving results such as:

• Assist in the planning and preparation of all meeting-related documentation and correspondence, in line with the Organization’s rules and procedures.
• Assist in uploading and maintaining information on the different websites and in ensuring consistency between the information provided.
• Regularly maintain and update database on different meetings and activities.
• Provide appropriate and timely response to queries regarding participation in meetings and the use of the proper templates.
• Extract up-to-date reports on participant lists and accreditation lists.
• Support in coordinating with the relevant ICAO teams, including in the Regional Offices on innovation meeting preparations.
• Provide logistics support to large events, if necessary.
• Provide assistance with pre-meeting preparations in collaboration with the Programme Coordinator, Technical Officers and other administrative support staff, when necessary.

Function 2 (incl. Expected results): Provides administrative support for the development and preparation of material, documentation, reports, and presentations related to innovation, achieving results such as:

• Coordinate the availability and schedule invitations to meetings related to innovation, as required.
• Prepare template material, prior to and as a follow-up of meetings (invitation letters, thank you letters, PowerPoint template, agendas…).
• Keep track of meeting agendas and the required PowerPoint presentations and speaking notes, as well as notes for the record.
• Liaise with parties concerned to update and share meeting materials.
• Perform proofreading and formatting of the material, as necessary in line with ICAO procedures.

Function 3 (incl. Expected results): Supports knowledge management on innovation, including the identification and dissemination of lessons learned, achieving results such as:

• Maintain a repository of lessons learned related to the activities performed in a standardized format.
• Identify opportunities to disseminate these lessons learned to the benefit of the Organization and its stakeholders.
• Update and maintain the appropriate website (SPCP/innovation), ensuring the information is up to date.
• Propose initiatives to improve the efficiency of the work, based on the utilization of digital tools.

Function 4 (incl. Expected results): Performs any other related duties, as assigned.

Qualifications/special skills Academic Qualifications: Completion of high school diploma is required. Additional training or certification in project management, business administration, IT, office or conference management, finance and budget management would be an asset.

Experience: Essential: - Three years’ experience or more in an international civil aviation environment, airport, airline or public administration - Excellent communication skills – both written and verbal. - In-depth knowledge and ability to use virtual meeting platforms, including ZOOM, MS Teams, SharePoint.

Desirable: - Work experience in ICAO, an international organization or a government. - Knowledge of ICAO functions, organizational structure and international activities.

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

Desirable: - A working knowledge of French or another official language of the Organization (Arabic, Chinese, Russian, or Spanish).

Additional Information Please note that this consultancy is positioned in the Band A category for which the daily rate varies between CAD 186 and CAD 248.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.