Paralegal Associate, Montréal, Canada
Closing Date: Wednesday, 26 February 2014
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POSITION INFORMATION
Post Title: Paralegal Associate
Level: G-6
Duty Station: Montréal
Vacancy Notice: 2014/05/G 103457
Deadline for applications: 26 February 2014
Date for entry on duty: After 26 February 2014
THE ORGANIZATIONAL SETTING
The Legal Affairs and External Relations Bureau (LEB) provides advice, guidance and assistance to the Secretary General and through him to the various bodies of the Organization and to ICAO Member States, on legal and external relations matters. With regard to legal matters, the Bureau is responsible for: the general development of air law; the provision of legal advice on international law and air law; and the performance of the treaty depositary functions of the Organization. The Bureau is the focal point for all matters related to the functions of the Supervisory Authority of the International Registry, which was established pursuant to the Cape Town Convention and the Aircraft Protocol. With regard to external relations matters, the Bureau is responsible for: maintaining close and harmonious working relations with Member States; serving as focal point for the Organization's relations with the Host Government; carrying out liaison and protocol functions; and monitoring and providing policy guidance and advice on current political events which might affect ICAO. The incumbent reports in the first instance directly to Legal Officer (International Registry Focal Point) who provides general guidance and with whom s/he consults on complex technical issues. The Director of the Bureau will provide instructions on special tasks.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Prepares correspondence and documentation relating to the International Registry, achieving results such as:
- Reliably researching a range of legal and other issues related to the operation of the International Registry (e.g. computer assisted searches using the internet, intranet or other databases), and clearly and concisely presenting findings.
- Contributing to the content of reports of the Commission of Experts of the Supervisory Authority of the International Registry (CESAIR), reports to Parties to the Cape Town Convention and Aircraft Protocol, working papers, State letters, facsimiles, minutes, circulars, notices, etc., related to the functions of the Supervisory Authority of the International Registry and other LEB areas, as required, often of a confidential or urgent nature.
- Contributing to the content of material for sessions of the Legal Committee (LC) and the Legal Commission.
- Compiling documentation for International Registry related meetings including CESAIR, sessions of the LC and other conferences/working groups.
- Drafting, editing, proofreading and finalizing for signature/approval a variety of correspondence and other communications, and specialized legal documentation.
- Establishing and maintaining files/records (electronic and paper).
Performs quality control functions relating to the International Registry, achieving results such as:
- Validating, drafting, editing and conducting final check of a variety of specialized documentation, legal publications and related correspondence for accuracy and completeness in conformity with established procedures (e.g.
- Regulations and Procedures for the International Registry, Rules of Procedure for CESAIR).
- Proposing amendments for clarity and/or improvement of style to Supervisors where necessary.
- Creating PowerPoint presentations and Excel worksheets on Cape Town/International Registry matters.
- Establishing methods for ensuring that priorities and deadlines are met.
- Ensuring the application of appropriate policies, guidelines and procedures.
Provides effective assistance with monitoring Cape Town and International Registry activities, achieving results such as:
- Providing the Supervisors with International Registry compliance management support.
- Maintaining a body of legal reference files, primarily on Cape Town and International Registry matters, both paper and electronic, to ensure rapid retrieval of critical information; conducting reference searches upon request; reviewing material and determining appropriate file category; identifying material for inclusion in files; and coordinating with Archives on storage and retrieval of files.
- Maintaining and updating detailed 'index sheets' and ensuring that all related correspondence and other documentation are appropriately filed and followed up as necessary.
- Maintaining file movement records, verifying for completeness.
Coordinates services for meetings, videoconferences and teleconferences, achieving results such as:
- Contributing to the preparation of pre-, in- and post-meeting documents, preparation of reports and summaries, notes for the Chairman, Director and Legal Officers as appropriate, coordinating with various Bureaus, editing working papers and other documentation for the meetings.
- Preparing for meetings and videoconferencing by booking conference rooms, arranging for interpretation as appropriate. Providing technical and logistical assistance for meetings arrangements and servicing.
- Responding to inquiries, obtaining background information and drafting correspondence.
Coordinates with the Language and Publications Branch (LPB) on the submission of job requisitions, achieving results such as:
- Ensuring accuracy and timely translation and production of material, e.g. new editions of the Regulations and Procedures for the International Registry, Rules of Procedure for CESAIR.
- Providing specific instructions and marking up previous references, etc. prior to sending work to LPB.
- Submitting jobs for translation and editing through the Electronic Documents and Enquiry Network (EDEN).
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
- Educational background
- Diploma of college studies (DEC) or equivalent is required; paralegal training or a higher level training, e.g.
- legal training, is highly desirable.
- A minimum of six years' experience in administrative/paralegal support, preferably including some experience with the Organization, an international organization or a government.
- Knowledge of organizational legal framework, relevant legal processes, procedures and terminology for review, examination, preparation and processing of legal documents.
- Ability to conduct research using diverse legal research sources (including electronic sources on the internet, intranet and other data bases).
- Ability to review and synthesize information and present findings and recommendations in a required format. Knowledge of information management, classification and retrieval systems.
- Proficiency in the use of personal computers, Microsoft Windows, Microsoft Office (Word, Outlook, Excel and PowerPoint) required.
- Knowledge of ICAO's practices and procedures, especially in the production of working papers and reports related to ICAO's role as the Supervisory Authority of the International Registry.
The work requires fluent reading, writing and speaking abilities in English.
Knowledge of one of the following languages of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.
Competencies
Communication:
The ability to communicate clearly and effectively with people at different levels.
- Ability to show tact and discretion in dealing with high-ranking officials and with confidential matters and materials.
- Excellent drafting and editing skills are required.
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. Gives attention to details and demonstrates effective organizational skills and ability to handle a large volume of data in an efficient and timely manner. Uses initiative in the identification and resolution of issues/problems.
Accountability: The ability to take ownership of all responsibilities and honour commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; takes responsibility for delegated assignments. 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.
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). Technological awareness: Knowledge of office automation equipment and contemporary software. 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. Actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
CONDITIONS OF E MPLOYMENT
It should be noted that this post is to be filled on a fixed-term basis for an initial 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 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 CAD 39,268
G-6
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.
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