Chief, Assembly and Council Secretariat

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 incumbent reports directly to the Director, Bureau of Administration and Services (D/ADB) and indirectly to the presiding officers of the governing bodies, including the President of the Council. In doing so, s/he facilitates consultation and cooperation among the members of the governing bodies and provides strategic inputs on complex managerial and administrative issues related to the meetings of the sessions. The incumbent also coordinates and oversees the management of the work programme and staff of ACS.

Responsibilities

Function 1 (incl. Expected results) Leads and manages the provision of secretariat services for sessions of the Assembly and Council, achieving results such as: • Prepare the work programme of each session of the Council, including the coordination of inputs from each Bureau; • Formulate the work plan for each session to establish the deadlines for the submission of documentation; follow-up with each Bureau to ensure deadlines are complied with; • In coordination with the Office of the President, prepare the schedule for the consideration of items by the Council at each session taking into account the political considerations related to each item; • Provide strategic guidance and advice to the President of the Council on substantive aspects of the meetings of the governing bodies including the organization of work, conduct of business and interpretation of the rules of procedure; • Prepare working papers and State letters concerning the triennial election of the Council and the President; • Coordinate, supervise and finalize the report and minutes of the Executive Committee and plenary meetings of the Assembly sessions; • Prepare and coordinate the preparation of the “Provisional Edition of Resolutions” adopted by the Assembly as well as the publication “Assembly Resolutions in Force”. Section 2 (incl. Expected results) Supervises preparations for the timely and accurate submission and issuance of pre-session, in-session, and post-session documentation, achieving results such as: • In direct consultation with the President of the Council, prepare the Order of Business for each meeting of the Council reflecting the order of items to be considered; • Prepare, revise and edit the official records of decisions taken by the Council (C-DECs); liaise directly with the President of the Council and with Representatives on the Council to negotiate and finalize the text to be reflected in C-DECs; • Supervise the work of precis-writers on the ICAO roster in their drafting of the summary records of meetings of the Council (C-MINs); • Revise and edit the draft summary records prior to their approval by the Secretary General as well as President of the Council and thereafter circulation to Representatives on the Council; negotiate with Representatives on requested revisions of C-DECs and C-MINs; • Follow up on decisions taken by the Council to ensure that the Secretariat has taken appropriate action; coordinate the preparation of the sessional “Council Decisions for Action” (CDFA) reporting on the implementation of Council decisions. Function 3 (incl. Expected results) Serves as a focal liaison point for contacts with Representatives on the Council and Delegates to the Assembly, achieving results such as: • Serve as subject matter expert for Assembly and Council practices and procedures; respond to comments, statements, and queries from representatives of Member States on procedural aspects related to the meetings of the governing bodies; • Provide continuous guidance and authoritative advice, particularly to the presiding officer of the Assembly, on the organization of work for the sessions and conduct of business; • Provide advice to the presiding officers on the interpretation of the rules of procedure, taking into account established practices and historical precedents; • Support the ICAO governance objectives by promoting effective relationships with Member States; • Provide guidance to Representatives on the preparation of working papers to be submitted by Member States; review and edit draft documentation submitted by Member States and consult with Representatives on proposed revisions thereon; • Develop collaborative relationships with Representatives of Member States for the purposes of knowledge sharing; be accountable for the provision of authoritative advice in relation to the sessions of the governing bodies. Function 4 (incl. Expected results) Supervises the elections processes in the governing bodies, achieving results such as: • Coordinate the preparation of Assembly working papers and related documentation concerning the election processes to be undertaken at the sessions of the Assembly; • Organize and coordinate arrangements for the election of the Council at each Assembly session; • In consultation with other relevant colleagues, select the most optimal provider of the electronic voting system to be used during Assembly sessions taking into account political and security considerations; • Oversee the election process, including the counting of ballots and official declaration of results; • Preside as the moderator over the meeting of the Assembly at which elections take place; • Supervise the preparation of script scenarios and procedural notes for the presiding officers for meetings in which an election process is to be undertaken; • Oversee the training of election monitors; • Oversee the preparation of documentation and logistical requirements related to elections being undertaken at the Council, including the election of the President and Members of the Air Navigation Commission. Function 5 (incl. Expected results) Formulates, plans and manages the Assembly and Council Secretariat and its resources including the supervision of staff, the recruitment of temporary assistance, and the preparation of the Office’s contribution to the budget, achieving results such as: • Lead, manage and motivate a team of staff to create a sense of cohesion in the pursuit of common team goals and objectives; • Identify best-qualified candidates for vacancies and recommend appointments of staff and consultants; • Monitor and evaluate performance through regular performance feedback, mentoring and career planning; identify and recommend learning and development opportunities; • Identify suitable candidates for the ICAO precis-writer roster; oversee the conduct of regular examination processes for the replenishment of the roster on a regular basis as required and evaluate test results of potential candidates to the roster; • Supervise and direct both the precis-writer as well as transcription typing teams; • Establish triennial as well as annual budget and staffing requirements; prepare annual operational plans; monitor and report on progress achieved in meeting stated objectives; identify those areas at risk of not being achieved and implement corrective actions as appropriate; • Develop strategies and plans to improve the functioning and efficiency of Assembly and Council sessions; • Identify user requirements and participate in the development, testing and implementation of technology solutions; • Maintain awareness of trends and best practices in the provision of secretariat services to sessions of the governing bodies elsewhere in the United Nations system. Function 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Possesses specialist knowledge of intergovernmental processes, including the application of rules of procedure, mandates and precedent practices related to the sessions of governing bodies. Displays political awareness as well as negotiating and diplomatic skills. Fosters and maintains relationships with representatives of Member States. 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. 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. 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. Leadership: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands; provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing. Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

Essential An advanced-level university degree (Master’s degree or academic equivalent) in international relations, public administration, diplomacy, or in a related field. A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Not available.

Work Experience

At least ten (10) years of progressively responsible experience in the provision of substantive secretariat support to sessions of governing bodies in an international organization, preferably within the United Nations system is required. Previous experience of working in a multilateral context is required. Experience in the preparation of parliamentary documentation is required Experience in the provision of procedural advice to presiding officers and high-level representatives of Member States in the context of work of the governing bodies is desirable

Languages

Essential Fluent reading, writing, and speaking abilities in English. Desirable A working knowledge of any other official language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Assessment

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

Special Notice

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.” Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories. 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). 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). 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: Level P-5 Rate Net Base Salary per annum + Post Adjustment (net) per annum (*) USD $92,731 USD $48,498 (*) Post Adjustment is subject to change.

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.