Programme Associate (Public Key Directory), Montréal, Canada

International Civil Aviation Organization

Vacancy Notice

POSITION INFORMATION

Post Title: Programme Associate (Public Key Directory)

Vacancy Notice: 2013/30/G 110722

Level: G-7

Deadline for applications: 29 August 2013

Duty Station: Montréal

Date for entry on duty: After 29 August 2013

THE ORGANIZATIONAL SETTING

The Aviation Security and Facilitation Policy (SFP) Section of the Aviation Security Branch (AVSEC), Air Transport Bureau (ATB), contributesto the achievement of Strategic Objective B (Security). Its primary responsibility is to develop and update Standards and RecommendedPractices (SARPs) related to the security and facilitation of the international air transport system, found in Annex 17 — Security, andAnnex 9 — Facilitation.

SFP manages and oversees the work programme of the Aviation Security (AVSEC) and Facilitation (FAL) Panels and their respectiveworking groups. The Section also oversees the development of specifications for machine readable passports, visas and official traveldocuments, published as Machine Readable Travel Documents (Doc 9303), manages the work programme of the Technical AdvisoryGroup on Machine Readable Travel Documents (TAG/MRTD) and its working groups, and oversees operation of the Public Key Directory(PKD).

SFP's responsibilities include maintenance of the Aviation Security Manual (Doc 8973 – Restricted) and The Facilitation Manual(Doc 9957). It provides support to the Assembly, Council, Committee on Unlawful Interference (UIC), Air Transport Committee (ATC) andthe PKD Board.

The incumbent of the position reports to the Programme Officer – Public Key Directory with whom he/she consults on complexprocedures and technical issues.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)Provides management support to the PKD, achieving such results as:

• Coordinate and carry out all aspects of the documentation process, including drafting, editing and proofreading material associatedwith the PKD, activities for the PKD Board, and ICAO Council Sessions (e.g. PKD Board working papers, Council working papers,Orders of Business, Summaries of Decision and State letters), as well as all documentation relating to the PKD Memorandum of Understanding. Ensure that priorities and deadlines for document completion and availability are met.
• Perform tasks related to all aspects of management support for the PKD in accordance with ICAO guidelines and procedures,including: independently preparing responses or draft responses to inquiries inside and outside ICAO.
• Propose solutions to anyproblems and replies to any new questions.
• Maintain an efficient recording system of follow-up actions, on recommendations made by PKD Board.
• Maintain records of actiontaken and/or required.Independently provide information on email enquiries in a concise and clear manner and give a clear closure to the matter inquestion.
• Conduct research and prepare of documentation on the procurement of goods and services and liaise with the Finance Branch (FIN)and Bureau of Administration and Services (ADB) as required.
• Generate purchase orders and ensure that payments are made.
• Assist in managing procurement activities related to the PKD operational contract.

Function 2 (incl. Expected results)Ensures effective operation of the PKD, achieving results such as:

• Act as a backup when PKD Officer is away from the office.
• Operate as requested and in a timely manner the Operator Terminal Application for the PKD Operations office.
• Conduct regular backups of data and logs as per pre-defined procedures.
• Maintain documentation related to the processes followed for PKD operations.
• Participate in the conduct of the Country Signing Certificate Authority (CSCA) import terminal application.
• Prepare reports of and other related administrative tasks.
• Participate in IT related matters, such as assuring proper connection to the internet, loading and maintaining of software,troubleshooting, etc.Function 3 (incl. Expected results)Collaborates and assists in managing the PKD Fund, achieving results such as:
• Monitor the status of the PKD Fund, assist in the biannual review of budgetary requirements, analyse financial reports to ensureconsistency and determine discrepancies and remedial action required.Update and process status reports to PKD Board members.
• Assist in the preparation of the annual budget.
• Maintain an up-to-date record of contributions received from PKD and ensure timely follow-up action is taken to collect latecontributions.
• Prepare reconciliations of accounts on a periodic basis (at a minimum, quarterly).
• Assist in the calculation of the amounts of surplus to be distributed to participants and amounts credited to the project.

Function 4 (incl. Expected results)Collaborates and assists in the promotion of the PKD, achieving results such as:

• Participate in the drafting of State letters.Keep the status records of replies received from States.
• Prepare briefing packages, and assemble documentation related to the PKD.
• Research and compile PKD material for reference, and classify material as required.

Function 5 (incl. Expected results)Maintains the PKD website and portal, achieving results such as:

• Design and maintain the content of the PKD website and Portal.Manage PKD Portal by granting access to government representatives.
• Upload PKD documents and discussion papers on a regular basis.

QUALIFICATIONS AND E XPERIENCE

Education al background

• A diploma of college studies (DEC) or equivalent is required.
• Additional training or certification in management, business administration,or related fields is preferred.
• University education not required but beneficial.Professional experience and knowledge
• Preferably a minimum of seven years of relevant experience in administrative work, five of which should preferably have been withan international organization or a government in positions of increasing levels of responsibility.
• Experience in office administration and preparing papers, reports and PowerPoint presentations is essential.
• Knowledge of ICAO practices, procedures is desirable.
• Familiarity with the Public Key Directory and in monitoring of financial allotments and managing expenditures is desirable.

Language Skills

• Fluent reading, writing and speaking abilities in English are essential.
• A good working knowledge of any of the other languages of theOrganization (Arabic, Chinese, French, Russian, Spanish) is an asset.

Competencies

Accountability:

• The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actionsand outcomes.

Creativity:

• The willingness and ability to develop new ideas, improve existing processes, and thinking 'outside of the box'.

Client orientation:

• The willingness and ability to see things from the clients' perspective, anticipate client needs and concerns; findappropriate solutions for clients and keep clients informed.

Commitment to continuous learning:

• The willingness and ability to engage in self-development, keep oneself up-to-date with newdevelopments, help others to learn and learn from others.

Planning and organizing:

• The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.

Technological awareness:

• The willingness and ability to keep abreast of available technology, understand the applications andlimitations of technology, and actively seek to apply and learn about new technology.

Communication:

• The ability to communicate in a clear, concise and respectful manner.

Teamwork:

• The willingness and ability to work collaboratively with others.

CONDITIONS OF EMPLOYMENT

It should be noted that this post is to be filled on a fixed-term basis for a period of one year (first year is probationary for an externalcandidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activitiesor 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 thisconnection, ICAO has incorporated the 2001 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 1990 is 62. For external applicants, only those whoare expected to complete a term of appointment will normally be considered.Remuneration:LevelG-7Net Base Salaryper annumCAD 42,383

H OW TO APPLY

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

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 withbank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.