Programme Associate, SPCP

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 2,987 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 Under the overall direction of the Office of the Secretary General (OSG), the Strategic Planning, Coordination and Partnerships Office (SPCP) is accountable to coordinate and mainstream high-level and cross-cutting strategies and priorities, which impact all Strategic Objectives of the Organization. In particular, the Strategic Planning and Regional Coordination Section (PRC) of the SPCP Office is responsible for the development and maintenance of the ICAO Business Plan, with its triennial Operating Plan, the Corporate Performance Management Framework and the Corporate Key Performance Indicators, Results Based Management (RBM), the Enterprise Risk Management Framework with its corporate risk registers and bureau specific risk registers, as well as the Internal control framework (ICF) These form the basis for resource allocation and assist the Secretary General to monitor ICAO’s accountability and performance with respect to advancing the achievement of the Strategic Objectives.

In addition, the Partnerships and Resource Mobilization Section (PRM) in SPCP is accountable to further the development and monitoring of implementation of Organization-wide partnerships with the UN, foundations, private sector and other stakeholders to accelerate socio-economic development of States, especially the least developed countries, the landlocked developing countries and the small island developing States in support of the Sustainable Development Goals (SDGs).

The SPCP Office also coordinates efforts on gender equality to advance equal opportunities for women to participate in, and advance air transport. It also facilitates the mobilization of voluntary resources in support of the implementation of the ICAO Business Plan, focusing on the implementation of structures, systems and procedures, as well as capacitating Bureaus and Regional Offices (ROs) on resource mobilization. SPCP also coordinates and mainstreams efforts on innovation among the various Bureaus and Offices, including the ROs, to facilitate the implementation of the recommendations made on innovation during the 40th Session of the Assembly. SPCP enables the Bureaus’ innovation focal points to come together in an informal “innovation hub” to increase knowledge-sharing on innovation throughout the Organization, and facilitate, as such, the identification of entry points across Bureaus and ROs to optimally inter-link efforts so as to accelerate the achievement of ICAO’s Strategic Objectives.

The post of Programme Associate provides programmatic and administrative support to SPCP and reports directly to the Head of the Office, who provides guidance and instructions on complex issues. The incumbent also provides administrative support to the Office of the Secretary General, as necessary.

Responsibilities Function 1 (incl. Expected results) Supports the Head SPCP in the day-to-day management of the Office, facilitates and follows up on specific requests from the Chief, PRM and Chief, PRC, achieving results such as:

• Review, compile and monitor the content of the SPCP work programme, including the deliverables, elements, assignments and deadlines contained therein and support SPCP to ensure suitable and timely action on outstanding matters.
• Coordinate and communicate with all ICAO Bureaus and Offices, the Office of the Secretary General, the Office of the President of the Council, ICAO Regional Offices, and Delegations on related administrative matters.
• Provide regular and ad hoc administrative information to the Head, SPCP to support informed decision-making.
• Manage the SPCP e-mail inbox; including prioritization of requests, taking action where applicable, drafting e-mails, distribution of electronic communication and appropriate follow-up in coordination with team members.
• Provide advice and guidance to Professional and General Services staff on reporting requirements, correspondence standards and working arrangements; and ensure correct implementation of administrative practices and procedures.
• Organize and facilitate SPCP Team Meetings and provide updates as necessary.
• Perform web management and administration of the SPCP SharePoint website, Council SharePoint website.
• Prepare contracts for consultants and process them in the e-Recruiter.
• Provide administrative support to the Office of the Secretary General, when requested, including replacing and backstopping for others.

Function 2 (incl. Expected results) Provides advice, guidance and support to Professional (P) and General Service (GS) staff of SPCP on administrative procedures, achieving results such as:

• Provide constant coordination and proactive support to Professional and General Service staff in order to facilitate the completion of tasks, often under tight deadlines.
• Identify complex or sensitive correspondence for special treatment, set deadlines and monitor the progress of task completion, utilizing the Task Management System.
• Compile and review inputs and replies from SPCP Officers on assigned tasks; and contribute to the preparation of draft documents for approval.
• Create and manage SPCP’s repository of electronic files and printed documentation (as necessary), correspondence, instructions, reports, notices, circulars and records, in the languages required as applicable, and on a periodic basis, decide on material to be kept or discarded.
• Create, organize and manage the SPCP files on the O-drive.

Function 3 (incl. Expected results) Contributes to the preparation of drafts, reviews, proofreads of a variety of documents, as well as edits correspondence and documentation emanating from the Office of the Head, SPCP, Chief PRM and Chief PRC, achieving results such as:

• Draft correspondence and documentation, i.e. e-mails, letters, memoranda, job descriptions, State letters, Electronic Bulletins, summaries of discussions, minutes and meeting reports, regarding SPCP activities, requiring independent research, with minimal instructions.
• Edit and finalize, for accuracy and completeness, in accordance with ICAO prescribed style and standards, Memoranda, State letters, PowerPoint presentations, meeting reports, Council working papers and other correspondence for signature by the Secretary General and Head, SPCP.
• Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.

Function 4 (incl. Expected results) Coordinates and prepares draft documentation for ICAO’s deliberative and subsidiary bodies (e.g. Council, Committee of Governance (CoG) and Evaluation and Audit Advisory Committee (EAAC), achieving results such as:

• Prepare and monitor a plan of working papers and other required documentation in advance of Sessions of the Council and its Committees and working groups to ensure timely production.
• Review and participate in the drafting of working papers to ensure accuracy and finalization in a timely manner for management approval.
• Continually liaise and coordinate with the Offices of the President of the Council and the Secretary General, Council Delegations, as well as other Bureaus and Offices regarding the documentation of the COG under the responsibility of SPCP.
• Submit working papers and reports as appropriate for circulation and/or publishing to Council.and upload documentation to website before and during EAAC meetings.
• Research and provide Head, SPCP with any necessary background or reference documentation as deemed appropriate.

Function 5 (incl. Expected results) Plans and organizes the administrative preparations, in close coordination with other Secretariat staff, for a variety of regular as well as ad hoc meetings, conferences, training, special projects and events conducted by the SPCP Office, achieving results such as:

• Manage and coordinate the logistic and administrative aspects of the SPCP Office-related meetings, including drafting the invitations, room reservation, information technology equipment, coffee services, building access, and collection of briefing and background documentation, through coordination with other relevant ICAO units.
• Assist with preparation of travel arrangements for H/SPCP and Officers of SPCP, and in arranging official and social functions.
• Prepare and draft Notes for the Record of meetings attended, as required.

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

Competencies Professionalism: Solid knowledge of administrative procedures as well as office automation applications and maintenance of records; demonstrates initiative, judgement and a proactive approach to tasks as well as thoroughness, accuracy and attention to detail; excellent proofreading and editing skills; ability to research a subject thoroughly and to develop a clear and logical presentation of ideas; demonstrates understanding of the international environment and deals with sensitive and confidential matters with diplomacy and tact; 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.

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.

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.

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 commitment. Supports subordinates and colleagues, provides oversight and takes responsibility for delegated assignments.

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 A diploma of College Studies (DEC) or equivalent education, with additional training or certification in office management, business administration, or in a related area.

Work Experience Essential

• A minimum of six (6) years’ experience in secretarial/administrative work, five of which should preferably have been with the Organization, an international organization or a government, in positions of increasing responsibility.

  • Experience in preparing notes, correspondence, presentations and reports.

  • Extensive experience in MS Office applications.

  Desirable

• Experience in an international organization, a government or public sector entity, including the work of the governing body.

  Languages Essential Fluent reading, writing and speaking abilities in English and a working knowledge of French.

Desirable A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, 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 for one year with possibility of extension (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. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

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.

CAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

Remuneration: Level Net Base Salary per annum G-6 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.