Programme Assistant (2 posts)

Org. Setting and ReportingThe Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes. In addition, The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States / Territories in their implementation activities. The Programme Assistant formally reports to designated Regional Officer(s) who assign tasks, decide on priorities and evaluate the performance of the incumbent. In addition, some specific instructions and directives will be provided to the incumbent on particular tasks or complex issues, which may sometimes be referred to the Deputy Regional Director for decision, where necessary. ResponsibilitiesFunction 1 (incl. Expected results) Assists designated Regional Officers with the timely implementation of supporting activities relating to the ICAO Business Plan, Operating Plan and Regional Office Work Programme, achieving results such as: • Assist Regional Officers with the compilation of inputs for inclusion into the Regional Office Operating plan, Work Programme and overall alignment with ICAO’s Business Plan. • Support designated Regional Officers in the timely implementation of activities included in the Regional Office Work Programme and Operating Plan and assist in tracking progress including identifying any deviations to plans and assist with remedial actions as appropriate. • Coordinate upcoming offsite and onsite missions and assist with necessary administrative arrangements such as travel bookings, travels expense claims and travel security clearances of the Regional Officers. • Ensure and assist with the timely submission of mission reports, circulating to the relevant offices and ensuring records are filed appropriately. Function 2 (incl. Expected results) Assists the Regional Officers with the management of internal and external communications, including maintaining contact lists, drafting and proofreading various correspondence and documentation, publishing content on the official website, filing and record-keeping, achieving results such as: • Update regularly the contact lists for the various projects and forums coordinated by the Regional Officers. • Ensure that communications such as State letters, letters, memoranda, emails, summaries of discussion, meeting minutes and reports, discussion papers and presentations, briefing notes and technical documentation are free from errors, accurate, complete and precise, and conform with organizational standards for style, design and content management. • File and archive all official records promptly and efficiently following established organizational record-keeping practices, including travel authorizations and travel expense claims, meeting and mission reports, discussion papers and presentations and other meeting documentation, technical documents, State letters and other correspondence. • Receive, review, distribute and control incoming correspondence; identify complex or sensitive correspondence warranting special treatment; initiate searches for reference and other information considered necessary; draft routine correspondence and prepare notes, as needed. • Maintain information published on the official website to ensure it is up to date, fully functional and conforms with organizational standards for style, design and content management. • Assist in the procedures for the amendment proposals to ICAO technical documents, ensuring the processing of proposals and their approval follows the established ICAO process. • Assist with the production of regional guidance materials, manuals and documents, and technical studies and surveys. Function 3 (incl. Expected results) Assists the Regional Officers with management of meetings, seminars, workshops and similar events in terms of logistical arrangements, technical material and follow-up actions, achieving results such as: • Organize and coordinate appropriately within the Organization, logistical arrangements, such as the meeting venue and audio/visual equipment requirements, and security screening and registration process for participants. • Create a website for the meeting and arrange for the meeting documentation to be uploaded on the ICAO SAM website. • Prepare and issue letters of invitation, collect and preview meeting documentation, including presentations, working papers, information papers and presentations and acknowledge their receipt and compile the meeting report. • Prepare presentations and other outreach material, format and publish working/information papers, upload meeting documentation on the meeting website on time, prepare and oversee tracking collation and distribution of meeting documentation. • Liaise with States’ authorities, regional bodies and international organizations concerned in relation to the preparation of meeting papers and advising as necessary ICAO provisions. • Maintain an efficient recording system of follow-up actions on recommendations made by regional technical meetings for which the designated Regional Officers have primary responsibility, including but not limited to recommendations made by implementation of Regional Group. Function 4 (incl. Expected results) Manages social media, achieving results as: • Perform research on current benchmark trends and audience preferences. • Support the design and implement social media strategy to align with business goals. • Assist in the monitoring of specific objectives and report on ROI. • Assist in generate, edit, publish and share engaging content daily (e.g. original text, photos, videos and news). • Monitor Search Engine Optimization and web traffic metrics. • Collaborate with other teams, like marketing, sales and customer service to ensure brand consistency. • Communicate with followers, respond to queries in a timely manner and monitor customer reviews. • Assist in oversee social media accounts’ design (e.g. Facebook timeline cover, profile pictures and blog layout). • Suggest and implement new features to develop brand awareness, like promotions and competitions. • Stay up-to-date with current technologies and trends in social media, design tools and applications. Function 5 (incl. Expected results) Assist in process analysis and process automation, achieving results such as: • Gather and process data to identify process performance areas. • Assist in designing workflow and process strategies to improve business performance. • Create and present process reports on data collected. • Assist in the implementation of revised processes and workflows. • Assist in monitoring the efficacy of updated workflows. • Stay up to date with the latest business practices and technologies. • Assist in identifying process automation using Teams, share point and Microsoft 365 capabilities. • Create process workflows and associated reports. • Assist in testing and monitoring proposed changes to the processes. • Assist in the training as required and preparation of training material. Function 6 (incl. Expected results) Performs other related duties, as assigned. CompetenciesProfessionalism: Strong knowledge of administrative procedures, as well as maintenance of records; strong computer skills; and extensive knowledge of MS Office. Observes official protocol in interactions with government and industry officials at all levels. Shows pride in work and in achievements; 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. 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. EducationEssential • Successful completion of Secondary education with additional training or certification in office administration or related areas. Job - Specific Qualification• Completion of courses in office automation and/or computer courses in Microsoft Word, Excel, SharePoint and PowerPoint and other contemporary software is required. Work Experience• A minimum of four (4) years of experience in office administration in a public or private administration is required. • Experience managing social media is required. • Experience in administrative policies, protocol and procedures of the UN or a large multinational organization is desirable. • Experience in dealing with high-level officials, government representatives or senior executives from States is desirable. • Experience working in a multinational and multicultural environment is desirable. LanguagesEssential • Fluent reading, writing and speaking abilities in Spanish and English. Desirable • A working knowledge of a second language of the Organization (Arabic, Chinese, Russian, French). • Ability to communicate in the official language of the region. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticePlease note that this is a locally-recruited position and restricted to Citizens of Peru and/or 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-4 S/.83,567 United Nations ConsiderationsIn accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis. Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.