Special Notice: The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “ Achieve gender equality and empower all women and girls. ”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

ICAO Core Values: Integrity, Professionalism, Respect for Diversity. THE ORGANIZATIONAL SETTING The Air Navigation Bureau (ANB) in ICAO is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. The Air Navigation Bureau provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. The Bureau also manages the Universal Safety Oversight Audit Programme (USOAP) using a Continuous Monitoring Approach (CMA) that monitors all States on a continuous basis.

The Safety Management Section located under the Office of the Deputy Director, Aviation Safety and Air Navigation (DD/ANS) in the Air Navigation Bureau (ANB) within ANB is responsible for the ongoing development of ICAO initiatives, SARPs and guidance material related to safety management, including: State safety programmes (SSP) and safety management systems (SMS); safety risk management methodologies; safety performance management; safety intelligence; and safety promotion. In addition, the Section is responsible for supporting the identification, prioritization and development of implementation support initiatives to ensure the safe evolution of the global air navigation system.

The incumbent reports to the Chief, Safety Management (SM). The Chief, Safety Management (C/SM) will assign her/him tasks related to the administrative support of the Safety Management Section. In addition, the incumbent will be trained and assigned administrative tasks to support other ANB Sections through the ANB administrative support pool to promote harmonization and continuity across the Bureau.

MAJOR DUTIES AND RESPONSIBILITIES Function 1 (incl. Expected results)

Provides Administrative And Technical Support For The Planning And Implementation Of The Work Programme For The Safety Management Section And Other Sections Within ANB, As Assigned, achieving Results Such As:

• Coordinate administrative tasks to support the Safety Management Section.
• Maintain documentation related to the work programme.
• Assist in scheduling meetings and managing calendars.
• Facilitate communication and collaboration among relevant team members.
• Liaise with parties concerned on the production of briefings and analysis under Section responsibilities.
• Draft letters, memoranda, reports and various correspondence from verbal instructions or handwritten drafts in accordance with ICAO practices and procedures.
• Provide administrative support to the Section’s Chief and respective Technical Officers by tracking and raising alerts when necessary on task progress and taking necessary follow up action to respect deadlines.

Function 2 (incl. Expected results)

Assists In The Quality Management Of Working Documents Of The Safety Management Section And Other Sections Within ANB, As Assigned, achieving Results Such As:

• Proofread documents, such as Council/Commission working papers, reports, briefing notes, Power Point presentations, for completeness, accuracy and grammar.
• Edit materials to enhance readability and coherence.
• File and organize documentation.

Function 3 (incl. Expected results)

Provides Administrative/logistical Support To The Expert Groups (panels And Study Groups, Etc.) Under The Responsibility Of The Safety Management Section And Other Sections Within ANB, As Assigned, achieving Results Such As:

• Coordinate meetings related to expert groups in support of the Safety Management Section and other Sections within ANB.
• Contribute to the preparation and distribution of documentation and materials for expert groups.
• Maintain dedicated communication and documentation sharing platform for expert groups.
• Process and track expert groups membership changes, which includes preparation of thank you, welcome and confirmation letters and their translation, as required.

Function 4 (incl. Expected results)

Provides administrative and logistical support for meetings, events and workshops, achieving results such as:

• Coordinate the logistics, such as room bookings, badge preparation and registration.
• Contribute to the preparation of materials and documentation.
• Collate reports and meeting notes.

Function 5 (incl. Expected results)

QUALIFICATIONS AND EXPERIENCE Performs other related duties, as assigned. Education Essential

• High School Diploma or equivalent is required.

Desirable

• Certification in office administration or management.
• Completion of courses in project management.
• Training in data management or analysis.

Essential Professional experience A minimum of four (4) years’ experience working in an office environment applying administrative procedures and practices.

Desirable

• Experience in maintaining records and managing documentation.
• Experience in project management.
• Experience in organizing meetings and events.
• Experience in data analysis and reporting.
• Experience working in an international or culturally diverse work environment.

Languages Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

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

COMPETENCIES Professionalism : Knowledge of administrative procedures and practices. Knowledge of project management principles. Proven ability to manage multiple tasks and prioritize effectively. Demonstrated proficiency in using office software and tools. 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.

CONDITIONS OF EMPLOYMENT In order to be eligible for this position, applicants must be either Canadian citizens or Permanent Residents of Canada.

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. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

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-4

CAD $46,734

HOW TO APPLY Interested candidates must complete an on-line application form. To apply, please visit: ICAO Careers website.

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.

• Job Identification 29977
• Posting Date 11/04/2025, 05:45 PM
• Apply Before 11/19/2025, 04:59 AM
• Job Schedule Full time
• Locations Montreal, QC, Canada
• Agency Int Civil Aviation Org
• Grade G4
• Vacancy Type Fixed Term
• Vacancy Timeline 2 Weeks