The Organizational Setting

Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). Based on the principle of simultaneous distribution, it ensures the issuance of documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards.

The Text Processing Centre (TPC) is dedicated to the text processing and proofreading operations of all the multilingual translated files of LPC. The Centre manages the final preparation and registration of the documents in the document management system for content reuse.

The incumbent reports directly to the Coordinator, Text Processing Centre. General instructions and guidelines are usually available in the form of precedents, standards and operating instructions. The incumbent must be able to work individually and as part of the TPC team. S/he performs the more routine aspects of the work with little or no advice and guidance.

Major Duties and Responsibilities

Function 1 (incl. Expected results)

Provides proofreading services, thus completing the final stage of typographic production before publication, achieving results such as:

• Ensures that changes have been incorporated as marked in the draft copy, alerting the responsible authority if obvious errors or discrepancies are found in the translated text.
• Verifies/corrects/ensures consistent accuracy of the translated text as compared to the English version:
  • Cover page: elements of the header, titles, agenda items, reference symbols;
  • Dates, numbers, and document symbols;
  • Accuracy of figures (numbers), tables, and graphics;
  • Formatting;
  • Widow/orphan settings for all pages;
  • Sequence of paragraph numbers, page numbers, headings and footnotes;
  • Hyperlinks.
• Verifies/corrects the translated text for spelling and typography.
• Verifies that the photos and illustrations in the translated text are correctly positioned.

Function 2 (incl. Expected results)

Performs text processing services , achieving results such as:

• Formats in final form graphics, charts, figures, formulae, etc., and inserts the various objects as required.
• Incorporate changes as marked by translators and revisers.
• Applies ICAO’s editorial standards and usage and keeps up to date regarding typographical rules and trends. In the case of electronic publications, the incumbent must either apply ICAO’s style of presentation or create/adapt a format to meet the requirements of the originator.
• Collaborates with the Coordinator, Text Processing Centre, concerning:
  • Differences between existing electronic texts and the original hard copy.
  • Modification of original English formats because of the length of the texts.

Function 3 (incl. Expected results)

Uses automated information systems , achieving results such as:

• Ensures gDoc requests are up-to-date and the workflow faithfully reflects the most recent status of the job.
• Prepares conversion of documents as required.
• Performs system’s file management procedures in order to prepare the texts to be processed by the computer-assisted translation tool, including verification of alignment in bitext.
• Uses standard software (Microsoft Office suite, CorelDraw) to prepare and file documents.

Function 4 (incl. Expected results)

Adapts work methods and schedule as necessary to adhere to required deadlines , achieving results such as:

• Rapidly and efficiently switches to an alternate assignment when required due to short notice changes to schedule, last-minute addition of urgent assignments, etc.
• Modifies priorities and uses multi-tasking techniques to adjust to workload fluctuations due to:
  • Council approval of publications or amendments to publications.
  • Unpredictable changes (scheduling of meetings);
  • Capacity of the internal or external resources to provide translations for the preparation of publications (internal translation is affected by conflicting priorities arising from meetings and conferences).
• Works overtime or during night shift as required, to meet deadlines or provide service for meetings/conferences.

Function 5 (incl. Expected results)

Performs administrative and supervisory support duties , achieving results such as:

• Retains files for translation jobs, in accordance with guidelines regarding preservation of documentation of exceptional cases for future reference.
• Provides on-the-job training and/or support to TPC colleagues and temporary staff, as required.
• Acts as Team Leader during meetings (Conferences, Panels, Assemblies, etc.), upon request by Coordinator/TPC.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Secondary school or equivalent education in a Russian-speaking school, including completion of a typing course and an office automation course.

Professional experience

Essential

A minimum of five years’ experience in the use of text composition equipment.

Languages

Essential

Excellent level of spoken, written, and read Russian, with a sound knowledge of grammar, spelling, and punctuation. A very good level of spoken, written, and read English is also required.

Desirable

Knowledge of another language of the Organization (Arabic, Chinese, French and Spanish).

COMPETENCIES

Professionalism : Experience in positions requiring proficient and accurate typing and work presentation. Experience in desktop publishing and thorough knowledge of Microsoft Office suite; 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.

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.

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.

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.

Client Orientation : Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Technological Awareness : Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Conditions of Employment

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three (3) 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 2013 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

G-5

CAD 48,033

How To Apply

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

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.