Assembly and Council Support Coordinator
We are currently seeking a motivated individual to fill a key position that manages the efficient and effective delivery of services provided for Council, Assembly, and other international meetings. The impact of the position on the Organization as a whole is significant as it facilitates, documents, follows-up and monitors implementation of decisions and resolutions by the governing bodies of ICAO.
The incumbent manages the Assembly and Council Support (ACS) Unit and as such is fully responsible for her/his actions and decisions as well as for the quality of services delivered by staff members of the unit and those assigned during meetings.
The Organizational Setting
The Assembly and Council Support (ACS) Unit is located within the Administration and Services Bureau in ICAO and is dedicated to providing management support services for meetings of the Council, the Assembly, and international air law conferences as well as other international meetings.
The incumbent reports directly to the Director, Administration and Services Bureau with whom s/he consults on complex managerial/administrative issues related to the execution of Council, Assembly and other meetings. The incumbent coordinates, supervises and manages the work and staff of the ACS Office.
Major duties and Responsibilities
Function 1 (incl. Expected results)
Provides managerial assistance for Council meetings, achieving results such as:
- Coordinate and prepare sessional work programmes and the order of business for each Council meeting.
- Establish the document work plan; consult with the Office of the President of the Council to establish deadlines and take measures to enforce compliance so that Council members receive reports and information in a timely manner consistent with applicable rules.
- Prepare working papers and/or State Letters concerning sessional matters such as the triennial election of the Council and its President.
- Prepare, revise and edit Council records (minutes and summaries of decisions) for the approval of the President of the Council and Secretary General.
- Follow-up on decisions and actions to be taken, monitor progress and produce regular reports on implementation status.
Function 2 (incl. Expected results)
Provides managerial assistance for meetings of the Assembly, international air law conferences and other international meetings, achieving results such as:
- Produce Assembly working papers related to the functioning of the Assembly, such as elections of Member States.
- Coordinate, receive, review and manage Assembly working papers submitted by delegations of Member States and international organizations.
- Coordinate and edit submissions of the Item Secretaries for the preparation of reports of the Executive Committee to the plenary meetings.
- Organize and coordinate arrangements for the election of the Council.
- Oversee arrangements relating to the receipt of credentials up to the presentation of the interim report of the Credentials Committee to the Plenary.
Function 3 (incl. Expected results)
Serve as the Executive Committee’s Liaison Officer for the Council and Assembly meetings, achieving results such as:
- Serve as subject-matter expert for Assembly and Council practices and procedures.
- Provide advice on the conduct of meetings of the Council and its Standing Committees.
- Coordinate administrative arrangements for election of the Council and voting in the Council.
- Coordinate, supervise and finalize the report and minutes of the Executive Committee, minutes of the plenary meetings, the provisional edition of the resolutions adopted by the Assembly, and the consolidated edition of Assembly Resolutions in Force.
- Oversee the timely publication and dissemination of Council minutes and decisions as well as their electronic posting on the appropriate website(s).
Function 4 (incl. Expected results)
Assess, coordinate, plan and monitor as appropriate, the implementation of decisions and resolutions of Council and ensure appropriate reporting, achieving results such as:
- Ensure the follow-up of the decisions and resolutions adopted by the Council and the Assembly.
- Manage a database of Council decisions; notify Bureaux and Offices of the decisions which are relevant to their work and for which action is to be taken.
- Coordinate follow-up as appropriate to monitor progress.
- Provide regular updates as to implementation status.
- Develop innovative and efficient means to inform membership of results achieved.
Function 5 (incl. Expected results)
Coordinate, supervise and manage the work and staff of the Unit, achieving results such as:
- Establish triennial and annual budget and staffing requirements. Prepare annual operational plans for the Unit; monitor and report on progress made to achieve expected output; identify those which are at risk of not being achieved and implement corrective actions in order to meet expected timelines and results.
- Recommend appointments of staff to the Unit; monitor and evaluate performance and identify and recommend learning and development opportunities.
- Identify suitable candidates for the précis-writing roster through the development and administration and evaluation of précis-writing tests.
- Supervise and direct the précis-writing and transcription typing teams for the Council, the Assembly, and other meetings.
- Motivate team members based on agreed standards within the bounds of policy direction.
- Develop strategies and plans to improve the functioning and efficiency of Council and Assembly meetings.
- Identify user requirements and participate in the development, testing and implementation of technology solutions.
- Maintain awareness of trends and practices in the field of meeting management to achieve quality service delivery.
Qualifications and Experience
Educational background
University degree in business or public administration, law, or a related field.
Professional experience and knowledge
- At least 7-9 years of relevant, professional experience related to international Secretariat practice and administration, including preparation for Assemblies.
- Proven ability and experience in planning and supervision.
- Leadership experience is a definite advantage
- Exceptional communication skills – both written and verbal
- Strong interpersonal skills in terms of relating and networking
- Experience in applying and interpreting UN Rules and Regulations
Language Skills
Excellent written and oral communication skills in English are essential. Working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish) is an asset.
Competencies
- Judgment and Decision-making: The person is in a role where h/she is expected to identify key issues quickly, gather relevant information, consider positive and negative impacts, check assumptions against facts and make quick decisions.
- Accountability: The willingness and ability to accept responsibility for oneself and one’s responsibilities; taking ownership for actions and outcomes.
- Managing performance: The person is in a role where they are expected to manage the performance of others through delegation, clarification of responsibilities, accurate allocation of resources, monitoring and giving feedback on performance and fair appraisal.
- Client Orientation: The willingness and ability to see things from the client’s perspective, anticipate client needs and concerns; and find appropriate solutions for clients and keep clients informed.
- Planning and Organizing: the ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
- Empowering others: The person is in a role where they are expected to empower others through delegation, encouragement, holding others accountable, valuing others’ input and providing appreciation and recognition.
Conditions of Employment
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three 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 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. A copy of the Standards of Conduct as well as the summary of benefits is available on the ICAO employment website at http://www.icao.int/Employment
The statutory retirement age for staff entering or re-entering service after 1 January 1990 is 62. 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.
Post a Comment