Administrative Assistant

1 week ago

Montréal, Canada United Nations Full time

The Air Navigation Bureau (ANB) is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. ANB 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. The Bureau also manages the Universal Safety Oversight Audit Programme (USOAP) and Continuous Monitoring Approach that monitors all States on a continuous basis.

The Airspace Management and Optimization (AMO) Section of the ANB is responsible for the development of SARPs, PANS and guidance material supporting optimized airspace organization and management, thereby maximizing air traffic management performance of airspace and international traffic flows and supporting the growth of air traffic without compromising safety.

The incumbent directly reports to the Chief, Airspace Management and Optimization (C/AMO) and will provide efficient administrative support to carry out the Section’s multidisciplinary work programmes.

**Responsibilities**:
Function 1 (incl. Expected results)

Provides administrative and technical support to the planning and implementation of AMO work programmes, achieving results such as:

- Assist in the preparation of the triennial budget in relation to work programmes.
- Assist in the review, update and amendment of AMO work programmes.
- Liaise with parties concerned on the production of briefings and analysis under AMO responsibilities.
- Maintain the AMO website, ensuring the information thereon is up to date.

Function 2 (incl. Expected results)

Assists in the quality management of working documents, achieving results such as:

- Ensure accuracy, completeness and conformity with established procedures.
- Assist in the preparation of technical manuals and other documents before submitting them to the Editorial Unit (EDL).
- Liaise with staff across bureau and with other bureaus for the editing, translation and posting on the ICAO-NET of documents, including the Annexes and manuals, etc.
- Assemble/collate and proofread relevant input for ICAO publications, such as the Annual Council report and the ICAO Safety Report as well as external publications concerning AMO activities and disciplines for review by C/AMO, and liaise with parties concerned

Function 3 (incl. Expected results)

Provides administrative/technical support to the expert groups (panels and study groups, etc.) of AMO, achieving results such as:

- Assist Secretaries of panels and other expert groups in maintaining the websites of expert groups, including updating relevant information and uploading working papers, etc.
- Assist in editing and formatting incoming discussion and information papers from expert group members and advisers, in accordance with ICAO criteria.
- Draft letters, memoranda, reports and various correspondence from verbal instructions or handwritten drafts in accordance with ICAO practices and procedures.
- Assist in the conduct of expert group meetings, providing services such as collecting, preparing and distributing documentation.
- Verify accuracy of material leaving the Section. Proofread and review for correctness and format correspondence documentation and other written materials in conformity with established standards and procedures.

Function 4 (incl. Expected results)

Contributes to the management, assignment and monitoring of tasks related to the delivery of the AMO-work programme, as well as their timely completion and provides administrative support for pre-meeting/event and workshop preparations, achieving results such as:

- Provide administrative support to C/AMO and respective Technical Officers and Technical Clerk by tracking and raising alerts when necessary on task progress and taking necessary follow up action to respect deadlines.
- Liaise with ANB Events Organizer on AMO related events, such as conferences, workshops and symposia.
- Assist in the preparation of conferences/workshops/symposia in coordination with the C/AMO and Technical Officers.
- Assist with the management of the meeting/event website.

Function 5 (incl. Expected results)

Provides administrative support for pre-meeting/event preparations, achieving results such as:

- Liaise with ANB Events Organizer and Regional Officers on related events, such as pre-registration for conferences/workshops/symposia and collection of credentials, as required.
- Provide assistance with pre-meeting preparations in collaboration wi

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