Document Management Assistant, LPC

The Organizational Setting

Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and 

coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme

support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). It ensures the issuance of

documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards.

The Document Management and Outsourcing Unit is responsible for the planning, scheduling, monitoring, management, processing, and timely distribution of all types of ICAO documents, including working papers for meetings, correspondence with Member States and publications. The Unit develops policies for the efficient and timely delivery of ICAO documents and publications, and it advises, and guides originating offices and helps coordinate the activities of the various LPC units. Document Management serves as the central hub for all document-related language service requests. It oversees the complete document management chain, encompassing planning, processing, monitoring, distribution, and ensuring the punctual issuance of ICAO documents.

S/he reports to the Documents Management Officer, who coordinates assignments and provides advice on complex issues.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Monitors gDoc 2.0 workflow for all document types, ensuring their accuracy and efficiency from forecast to issuance in all applicable languages, achieving results such as:

• Register and process requests in gDoc 2.0, ensuring metadata compliance and file completeness and adequate workflow steps.
• Validate requirements against Council Decisions, rules of procedure, procedural guides, and publication policies; 
• Review priorities in translation, editing, text-processing, printing, and distribution tasks; escalate exceptions as needed.
• Schedule all workflow steps across service groups in gDoc 2.0.
• Certify and apply official signatures to official correspondence with Members States.
• Provide cost estimates for extra-budgetary or outsourced items.
• Coordinate with internal LPC teams and external units such as WEB, RPM, Registry, RMS, Printing.
• Collect and analyze data for reports, planning, and decision-making.
• Support gDoc 2.0 users throughout the workflow.
• Monitor workflows for large-scale meetings, including night shifts.

Function 2 (incl. Expected results)

Provides guidance and training on gDoc 2.0 and Document Storage systems, achieving results such as:

• Develop and update training materials and user guides for all service groups.
• Create internal guidelines to enhance the knowledge base and improve efficiency.
• Assess training needs and coordinate future training plans.
• Deliver one-on-one training and support to ICAO service groups when required.
• Support LPC training initiatives by identifying users, providing materials, and contributing to sessions.

Function 3 (incl. Expected results)

Supports compilation, analysis, and preparation of LPC statistical reports, ensuring accuracy and timely resolution of production delays, achieving results such as:

• Compile monthly, annual, and meeting-specific reports on input, output, and productivity for LPC and external translations.
• Collect statistical data for the preparation of Annual Report of the Council, Report on Publications, Programme Budget, and other Council-required reports.
• Review registered requests annually, correcting metadata to maintain reports accuracy.
• Provide business justifications for deviations in reports to ensure clarity.
• Monitor publication production status, track progress in language sections, and report delays to the supervisor
• Assist in automating reports in gDoc 2.0 for the DM team and other service groups.
• Prepare and update documentation on internal policies, procedures, and workflows for Languages, Publications, and Conference Management; ensure proper classification and storage.
• Collect information for developing new DMO tools.

Function 4 (incl. Expected results)

Supports development and maintenance of internal DMO records and document, achieving results such as:

Function 5 (incl. Expected results)

• Performs other related duties, as assigned.

Qualifications and Experience

Education

1. Essential

High school diploma or equivalent education Is required.

Desirable

Completion of a tying or office automation course.

Professional experience

1. Essential
2. A minimum of five (5) years of experience, within a national or international organization. .
3.  
4. Desirable

Experience in documentation management, conference services or related field.

Languages

Essential 

Fluent reading, writing, and speaking abilities in English.

Desirable 

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

COMPETENCIES

Professionalism: Familiarity with UN practices and procedures with regards to language services and the provision of meeting documentation. Familiarity with correspondence and filing procedures, and a good knowledge of documentation. Knowledge of Word, Adobe Acrobat, Excel, and office automation techniques; initiative, discretion and ability to work under pressure in a busy and stressful environment; familiarity with correspondence and filing procedures; 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.

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.

Conditions of Employment

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three (3) 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. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. 

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
Net Base Salary 

per annum

G-5

CAD 51,045

How To Apply

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: 

Notice to Candidates

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.

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