Job: Technical Clerk

Location: Montréal, Canada
Closing Date: Monday, 09 December 2013

International Civil Aviation Organization Vacancy Notice

POSITION INFORMATION

Post Title: Training Clerk

Vacancy Notice: 2013/39/G 110639

Level: G-4

Deadline for applications: 9 December 2013

Duty Station: Montréal

Date for entry on duty: After 9 December 2013

THE ORGANIZATIONAL SETTING

The Aviation Safety Training (AST) Section is in charge of the execution of the ICAO Civil Aviation Training Policy for safety including the management of TRAINAIR PLUS Programme, the coordination of Next Generation of Aviation Professionals (NGAP) activities together with the NGAP Task Force, the management of e-learning training courses, the endorsement of training courses and Government Safety Inspectors training centres, the design, development and conduct of training courses for all safety-related training, in coordination with Air Navigation Bureau (ANB) sections, and the conduct of evaluation and quality control for ICAO safety-related courses.

The incumbent will report directly to the Chief, Aviation Safety Training Section (C/AST) with whom she/he will consult on administrative issues related to training.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)

Provide technical and administrative support to AST for the planning and scheduling of missions related to TRAINAIR PLUS and the conduct of training courses, including coordination with team members (assessment team and instructors), Travel Section and Finance Branch (Travel Claims and Accounts Payable Sections) for the preparation of itineraries, travel authorization, and obtaining Daily Subsistence Allowance (DSA) advance for all AST missions; assists team members conducting AST missions in obtaining entry visas, completing security clearance, and validate travel expense claim forms submitted by team members after the mission, achieving results such as:

• Technical and administrative support to AST staff related to training activities is provided in efficient and timely manner in order to enable the smooth running of the planning and scheduling activities of the Section.

Function 2 (incl. Expected results)

Prepare training documentation and certificates required for training courses/seminars/workshops; liaise and coordinate with Documents Management and Outsourcing Unit, Editorial Sections and External Translation Services to ensure accurate and timely production of correspondence and training material for seminars/workshops/meetings, achieving results such as:

• Preparation of training documentation and certificates must be accurate and should be dispatched in a timely and professional manner in order to implement the training programme effectively.

Function 3 (incl. Expected results)

Manage and keep up-to-date subject matter files, in both paper and electronic format; classify, sort and maintain electronic data files, update and maintain programme websites, achieving results such as:

• Accurate and appropriate management of the subject matter files.

Function 4 (incl. Expected results)

Prepare for and serve meetings by booking conference rooms, assist participants with hotel reservations; prepare and distribute documenta tion; assist in the preparation, collation and hand-out of documentation; arrange facilities, equipment, catering, travel, logistics, etc., achieving results such as:

• Booking conference rooms, assistance to participants is done effectively and in a timely manner.

QUALIFICATIONS AND EXPERIENCE

Educational background

Secondary school education, including completion of general office administration and office automation courses.

Professional experience and knowledge

• At least four years of experience in general office administration work, two of which should preferably have been with ICAO, an international organization or a government.
• Experience in the maintenance of technical records and the preparation of data for inclusion in documentation.
• Experience in administrative aspects of international technical meetings.
• Ability to research a complex subject thoroughly and develop a clear and logical presentation of ideas and arguments.
• General knowledge of ICAO functions and organization as well as the role of other related international organizations. Sound knowledge of ICAO structure; regulatory documents in the field of aviation training; correspondence, filing and meeting procedures; and latest multimedia software, including Microsoft Word, PowerPoint and Excel applications.

Language skills

The work requires fluent reading, writing and speaking abilities in English. Working knowledge of Spanish and/or French is desirable. Knowledge of any of the following languages of the Organization (Arabic, Chinese, Russian) is an asset.

Competencies

1. Communication: The ability to communicate effectively with people at different levels. Good drafting and editing skills are required.
2. Teamwork: The ability to work cooperatively or collaboratively with colleagues in work groups and as part of teams to achieve agreed goals. Initiative, discretion and the ability to maintain harmonious working relationships.
3. Planning and organizing:The ability to identify priority activities and assignments; allocate appropriate amount of time and resources for completing work; foresee risks and allow for contingencies when planning; and monitor and adjust plans and actions as necessary. Give attention to details and demonstrate effective organizational skills and ability to handle a large volume of data in an efficient and timely manner.
4. Accountability:The ability to take ownership of all responsibilities and honour commitments.
5. Client Orientation: The desire and the determination to provide the best quality service to the client and to work in partnership to mutual benefit. (N.B. all those to whom services are provided are considered as 'clients', whether they are internal or external).
6. Technological awareness:The ability to use the latest office automation equipment and latest multimedia software, including Microsoft Word, PowerPoint and Excel applications. The ability to keep up to date on new or revised techniques, procedures and equipment relevant to the work, new forms, filing procedures or software capabilities.

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 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 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 and 65 after 1 January 2014. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

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

More Info and Application