The International Civil Aviation Organization is Hiring for a Programme Assistant (Multiple Locations)

In the heart of Montreal, Quebec, a vital opportunity awaits for experienced administrative professionals passionate about international civil aviation and security. The International Civil Aviation Organization (ICAO), a specialized UN agency, is seeking a dedicated Programme Assistant for its Implementation Support and Development Section – Security (ISD-SEC), based within the Air Transport Bureau. This role plays a crucial part in advancing global aviation security standards and facilitating international cooperation among ICAO Member States.

Understanding the Organizational Context

The ISD-SEC section is instrumental in supporting countries worldwide to implement and comply with ICAO’s Annex 17—Aviation Security—and Annex 9—Facilitation—Standards and Recommended Practices (SARPs). It works closely with States, industry stakeholders, international financial institutions, and other partners to address deficiencies identified through ICAO audits and to promote security assistance projects. Additionally, the section collaborates with the Global Aviation Training Office (GAT) to develop, validate, and maintain aviation security training packages aligned with ICAO’s policies.

The Programme Assistant reports directly to the Chief of ISD-SEC, assisting in a wide array of administrative, technical, and programmatic tasks essential for the smooth functioning of the section’s operations.

Key Responsibilities and Impact

The role encompasses a diverse set of duties aimed at supporting ICAO’s mission to enhance international aviation security:

• Administrative and Procedural Support: Serving as the primary point of contact for all administrative matters, maintaining and updating databases related to aviation security, and managing the dissemination of newsletters and updates through ICAO’s portals and websites.
• Communication and Correspondence: Drafting, editing, and formatting correspondence, reports, and official documents, ensuring clarity, accuracy, and adherence to ICAO style and procedures. Responding promptly to inquiries from States, airports, and airlines regarding security support requests.
• Preparation of Reports and Documentation: Assisting in creating working papers and reports for ICAO governance bodies such as the Assembly, Council, Aviation Security Committee (ASC), Technical Cooperation and Implementation Support Committee (TCC), and the Aviation Security Panel of Experts (AVSECP). This involves conducting quality reviews, crosschecking references, and ensuring compliance with ICAO guidelines.
• Support for Security Panels and Working Groups: Providing administrative assistance to the ICAO AVSEC Panel and the Working Group on Training (WGT), including editing reports, managing portals, and coordinating meeting logistics.
• Training Material Development: Contributing to the revision, formatting, and quality assurance of aviation security training materials such as presentations, instructor guides, handouts, and exercises. Managing translation, printing, and distribution processes to ensure training resources are up-to-date and accessible.
• Other Duties: Performing additional tasks as assigned to support the overall efficiency and effectiveness of the section.

Qualifications and Skills

Candidates suitable for this position bring a wealth of experience and competencies, including:

• Educational Background: A high school diploma is essential, with a preference for those holding a college diploma or certification in office management, business administration, secretarial studies, or related fields.
• Professional Experience: At least five years of experience in secretarial or administrative roles, with proven skills in preparing correspondence, reviewing reports, and managing office workflows. Experience with SharePoint or similar applications is advantageous.
• Language Skills: Fluency in English—both spoken and written—is mandatory. Knowledge of additional UN languages (Arabic, Chinese, French, Russian, Spanish) is desirable.
• Core Competencies: Demonstrated professionalism, excellent communication, and organizational skills; the ability to handle confidential information with tact and diplomacy; initiative and proactive problem-solving abilities; and a collaborative team-oriented mindset. Strong computer skills, especially in MS Office, are essential.

Working Conditions and Application Details

This position is a locally-recruited role, open to Canadian Citizens, Permanent Residents, or individuals with valid work permits for Canada. It is initially offered on a three-year fixed-term contract, with the first year serving as a probationary period.

ICAO offers a competitive benefits package, aligned with the standards of the International Civil Service Commission (ICSC). The role requires adherence to the highest standards of conduct, professionalism, and integrity expected of international civil servants.

Why This Role Matters

The Programme Assistant at ICAO plays a pivotal role in supporting the global aviation industry’s safety and security standards. By efficiently managing administrative processes, supporting technical committees, and facilitating communication, the incumbent ensures that ICAO’s mission to promote safe, secure, and sustainable international civil aviation is effectively advanced.

For seasoned administrative professionals eager to contribute to international peace and security through aviation, this role offers a unique and rewarding opportunity. Based in Montreal, within a dynamic international environment, the Programme Assistant will be at the heart of efforts to strengthen aviation security worldwide, supporting ICAO’s vital work to keep skies safe for all.

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