Special Notice: Theย ICAO Assemblyย recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 โAchieve gender equality and empower all women and girls.โ
ย Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.
ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ICAO Core Values: Integrity, Professionalism, Respect for Diversity.
ย THE ORGANIZATIONAL SETTING
The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate international organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes. 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/Administration inย their implementation activities.
The Programme Assistant formally reports to Regional Officer (AGA) who assigns tasks, decides on priorities and evaluates 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.ย The incumbent also provides support to the Administrative Section in the maintenance of ICAO reference documents and publications and the sale of ICAO publications to local customers.ย
MAJOR DUTIES AND RESPONSIBILITIES ย Function 1 (incl. Expected results)Assists Regional Officer (AGA) with the timely implementation of supporting activities relating to the ICAO Business Plan, Operating Plan and Regional Office Work Programme,ย achieving results such as:
Assist Regional Officer (AGA) with the compilation of inputs for inclusion into the Regional Office Operating plan, Work Programme and overall alignment with ICAOโs Business Plan. Support the Regional Officer 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)ย 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 recordโkeeping, 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 recordโkeeping 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. Ensure files on the relevant subjects are opened and indexed for easy reference, lists of files are kept up to date, inactive files are properly recorded and disposed of, in line with established procedures. Properly file incoming and outgoing documents, including confidential correspondence in hard copy or electronic format and ensure they and readily available upon request. Exercise full compliance with directives from ICAOHQ on record management practices.
Function 3 (incl. Expected results)
Assists the Regional Officer (AGA) with management of meetings, seminars, workshops and similar events in terms of logistical arrangements, technical material and followโup actions,ย 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 APAC 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 Statesโ 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 followโup actions on recommendations made by regional technical meetings for which the Regional Officer has primary responsibility, including but not limited to recommendations made by implementation of Regional Group.ย Function 4 (incl. Expected results)
Maintains databases of information in the AGA area of responsibility,ย achieving results such as:
As directed, timely process and arrange for the submission of amendment proposals to the Air Navigation Plan of the Section in accordance with the established agreements and procedures, follow up at the appropriate time to ensureย feedback/responses to the proposed amendments within the specified deadlines. Proposals of the Air Navigation Plan Amendments are submitted online to Headquarters without delay.ย Ensure Air Navigation Plan and SUPPs of the Section are up to date. Properly maintain and update other databases including lists of contacts, reference documents and publications in the area of responsibility.ย Function 5 (incl. Expected results)
Provides administrative support services, achieving results such as:
ย Essential A minimum of four (4) yearsโ work experience in office administration and/or secretarial support in a public or private administration. Previous experience in programme administration and event management Experience in database management. Desirable Experience in administrative policies, protocol and procedures of a UN, international, or large multinational organization. Experience in dealing with highโlevel officials, government representatives or senior executives from States. Experience working in a multinational and multicultural environment.ย Languages ย Essential Fluent reading, writing, and speaking abilities in English. Good knowledge of the local language. Desirable A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
ย COMPETENCIES
Professionalism: Very good knowledge of administrative procedures, as well as maintenance of records; strong computer skills; and extensive knowledge of MS Office. Ability to observe official protocol in interactions with government and industry officials at all levels.ย 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.ย
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing othersโ 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:ย 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 โclientsโย and seeks toย see things from clientsโ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clientsโ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clientsโ 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.ย
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CONDITIONS OF EMPLOYMENT Please note that this is a locally recruited position restricted to Thailand Citizens, Permanent Residents of Thailand 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). ย 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, in accordance with the provisions of the ICAO service code.
ย 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. ย ICAO offers an attractive benefit package to its employees in accordance with the policies of theย International Civil Service Commission (ICSC). ย 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.
ย Remuneration:ย Levelย ย ย ย ย ย ย ย ย ย ย ย ย ย Net Base Salary per annum ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย G4 ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย 686,072 THB ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
ย HOW TO APPLY Interested candidates must complete an on-line application form. To apply, please visit:ย ICAO Careers website. ย 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.