The Organizational Setting

The Facilitation (FAL) Section in the Air Transport Bureau (ATB) works to deliver on ICAO’s Strategic Goal of Seamless, Accessible, and Reliable Mobility. Its primary responsibility is to develop and update Standards and Recommended Practices (SARPs) related to the facilitation of the international air transport system, found in Annex 9 — Facilitation, and to support Member States with their implementation of these SARPs. The Section manages and oversees the work programme of the Facilitation Panel (FALP) and its respective Working Groups and directs the work of the Facilitation Division. It is also responsible for activities related to the ICAO Traveller Identification Programme (ICAO TRIP) Strategy, which includes the development of specifications for Machine Readable Travel Documents (MRTD), published as Document 9303, and the operation of the Public Key Directory (PKD). It provides support to the Assembly, Council, Air Transport Committee (ATC) and the PKD Board.

Under the supervision of the Chief Facilitation Section, the Programme Associate (Public Key Directory) will support the section’s management of the ICAO PKD, an Information Technology System that disseminates the community public key certificates necessary to verify electronic passports and other electronic and digital documents used in international aviation and travel.

The incumbent reports to the Programme Officer – Public Key Directory from whom s/he seeks advice and guidance on complex procedures and technical issues. S/he may be assigned to assist projects led by other senior staff members in the Section, in particular for short periods in order to ensure appropriate exchange of information necessary to support the advancement of the PKD programme and of complementary programmes and initiatives.

Major Duties and Responsibilities

Function 1 (incl. Expected results)

Provides management and administrative support to the PKD and associated governing bodies, achieving such results as:

• Participate in meetings of the PKD Board and associated governing bodies when appropriate, preparing summaries and minutes, contributing to proceedings by delivering presentations and updates and facilitating discussions.
• Carry out all aspects of the documentation process, including drafting, editing and filing of material associated with the PKD, PKD Board, and ICAO Council and Assembly Sessions (e.g. PKD Board working papers, Council working papers, and State letters) in a complete and timely manner.
• Maintain an efficient and effective recording system of follow-up actions arising from all governance body meetings and actions taken and/or required.
• Provide guidance and support to internal and external stakeholders on initiation, execution and conclusion of activities and initiatives in accordance with ICAO guidelines and procedures.
• Provide complete and timely responses to email enquiries from stakeholders and the wider PKD and border management community, both independently and when appropriate, in consultation with colleagues and superiors.
• Organize meetings and events where appropriate, with continuous efficient liaison with attendees and other team members, and provide all necessary logistical support.
• Provide assistance in managing procurement activities and contracting activities related to the PKD operational contract.

Function 2 (incl. Expected results)

Ensures effective operation of the PKD, achieving results such as:

• Conduct all necessary manual interventions associated with the Operator Terminal Application of the PKD system, coordinating with the PKD Officer and involving other colleagues as appropriate.
• Act as back-up when the PKD Officer is away from the office, ensuring continuity of operations.
• Maintain documentation related to the processes followed for PKD operations.
• Organize and participate in Country Signing Certificate Authority (CSCA) import ceremonies.
• Prepare reports of and other related administrative tasks.

Function 3 (incl. Expected results)

Collaborates and assists in managing the PKD Fund, achieving results such as:

• Prepare and disseminate all invoices related to PKD operations.
• Organize all contractual payments with preparation and sharing of appropriate documentation in line with ICAO Procedures and Rules.
• Maintain continuous oversight of the status of the PKD Fund and coordination of follow-up as required.
• Provide input to all financial reports and budgetary exercises and assistance in the preparation of associated documents.
• Liaise with the Finance Branch (FIN) and Bureau of Administration and Services (ADB) as required.
• Develop and implement automated tools and systems to streamline administrative and financial processes.

Function 4 (incl. Expected results)

Collaborates and assists in the promotion of the PKD, achieving results such as:

• Participate in the drafting of State letters.
• Collate records on replies received from States.
• Prepare outreach and promotional materials, briefing packages and assembly of documentation related to the PKD.
• Support, as appropriate, the preparation of social media content, videos and presentations to enhance stakeholder engagement and awareness of the PKD.
• Carry out research and compilation of PKD and travel-document related material for reference.
• Contribute to the preparation of high-quality presentation material for use in workshops, seminars and other events.
• Engage in technical training as necessary to support such work.

Function 5 (incl. Expected results)

Maintains the PKD website and portal, achieving results such as:

• Maintain the content of the PKD public website and stakeholder portal.
• Manage access rights to the PKD Portal.
• Upload all relevant PKD documents and discussion papers on a regular basis.
• Draft and post announcements and short news items for the PKD Portal.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

• High school Diploma or equivalent is required.

Desirable

• A diploma of college studies (DEC) or equivalent. Additional training or certification in management, business administration, public and international relations or related fields.
• A first-level university degree.

Professional experience

Essential

• A minimum of seven (7) years of relevant experience in administrative work, five of which should preferably have been with an international organization or a government in positions of increasing levels of responsibility. Experience in office administration and preparing papers, reports, financial spreadsheets and PowerPoint presentations is essential.

Desirable

• Experience working in international and/or multicultural environments. Experience monitoring financial allotments and ledgers.

Languages

Essential

Fluent reading, writing and speaking abilities in English.

Desirable

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

Competencies

Professionalism : 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.

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.

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.

Commitment to Continuous Learning : Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Conditions of Employment

It should be noted that this post is to be filled on a fixed-term basis for an initial period of one year.

Eligibility

Please note that this post is restricted to internal candidates.

Also note that this is a locally-recruited post and restricted to Canadian Citizens and Permanent Residents of Canada.