The Implementation Support and Development Section (Security), (ISD-SEC), within Aviation Security and Facilitation (ASF), in the Air Transport Bureau (ATB) is responsible for supporting ICAO Member States in their endeavours to implement Annex 17 — Aviation Security and Annex 9 — Facilitation, Standards and Recommended Practices (SARPs), and corrective action plans for the rectification of deficiencies primarily identified by the ICAO Universal Security Audit Programme audits, in order to assist them in meeting their aviation security obligations. The Section fosters partnerships and other collaborative agreements among States, industry, international financial institutions and other stakeholders in coordinating security assistance projects. 

In collaboration with the Global Aviation Training Office (GAT), ISD-SEC is responsible for the technical development, validation and maintenance of Aviation Security Training Packages (ASTPs) to be consistent with the ICAO Civil Aviation Training Policy, as well as the implementation of the ICAO aviation security training programme, coordination of the worldwide network of ICAO Aviation Security Training Centres (ASTCs), development and maintenance of aviation security related workshops, and training related guidance material on Aviation Security for use by States, airports and airlines.

The incumbent reports directly to the Chief, ISD-SEC (C/ISD-SEC).

Provides administrative support to C/ISD-SEC, achieving results such as:

• Receive visitors, screen, coordinate and schedule requests for access to C/ISD-SEC. 
• Schedule appointments for C/ISD-SEC with representatives from Delegations, Member States, Ministries and external counterparts, as necessary. 
• Assemble relevant documentation for C/ISD-SEC, as necessary, for meetings of the Administrative and Subsidiary Bodies of ICAO.
• Track ISD-SEC staff leave and missions and maintain spreadsheet for data reconciliation. 
• Receive, review, distribute and monitor correspondence and documents, and identify complex or sensitive correspondence. 
• Sort and circulate incoming correspondence and files, both in hard copy and electronic copy. Refer incoming files to C/ISD-SEC and/or concerned Officers in the Section and follow-up on matters requiring urgent attention. 
• Respond to general routine queries and correspondence on the work of ISD-SEC and maintain the ISD inbox, respond to and reroute or flag messages to Section staff and keep track of outstanding queries.
• Open, rearrange, close, transfer, re-route and maintain Central Registry files relating to ISD-SEC.

Provides administrative support for the Aviation Security (AVSEC) Assistance and Training activities of the Section, achieving results such as:

• Track travel planning and approval processes for all training and assistance activities. 
• Maintain the various databases of ISD-SEC activities such as AVSEC training end-of-course reports and AVSEC assistance mission reports, the roster of short-term experts, annual statistics of participants and feedback questionnaires for quality assurance.
• Data-entry for integrating short-term experts and ISD yearly activity schedule into ICAO USAP-CMA Online Framework
• Liaise with Documents Management and Outsourcing (DMO) Section and the Language and Publications Branch (LPB) to ensure the timely translation, production and distribution of documentation originated by ISD-SEC. 
• Assist in the organization of ISD-SEC-related events, such as training events, assistance activities and AVSEC Panel Working Group on Training meetings, ensure arrangements are made in a timely fashion and all deadlines are met. 
• Preserve version control of final training material documentation and keep track of which version is distributed on a given training.
• Prepare and dispatch prepaid orders for Aviation Security Training Packages (ASTPs) in coordination with the Customer Services Unit (CSU) and External Distribution Unit (EDU). Maintain database of ASTP sales.
• Prepare and follow-up on release letters for the engagement of short-term AVSEC experts for AVSEC training activities and AVSEC assistance projects. 
• Arrange for the printing, distribution and shipping of materials for AVSEC training courses. 
• Coordinate all procurement related activities for ISD-SEC in full accordance with ICAO rules and procedures.

Assists in the production of documentation emanating from ISD-SEC Section, achieving results such as: 

• Assist in the preparation and handling of correspondence, documentation, letters, memoranda, State Letters, Newsletters to short-term experts etc. on subjects related to ISD-SEC activities, including the preparation of requisitions for translation and printing.
• Review and edit letters, and documents produced by the ISD-SEC officers for consistency with ICAO procedures, practices and style, as well as for completeness, content and grammar, and provide comments, as necessary, regarding the content, prior to presenting to C/ISD-SEC.
• Proofread documents prepared by the ISD-SEC officers and destined for approval by C/ISD-SEC or higher to ensure administrative work adheres to ASF, ATB and ICAO practices and procedures. 
• Compile, maintain and update written administrative guidelines, reporting requirements, correspondence standards, templates and working arrangements. 
• Edit and finalize State letters, Electronic Bulletins, memoranda, briefings, presentations, and reports, for approval and signature by C/ISD-SEC. 
• Prepare correspondence for signature of the President of the Council and the Secretary General, ensuring correct grammar and a style consistent with ICAO rules and procedures.
• Keep abreast of ICAO regulations, rules, policies and procedures, and communicate changes to the ISD-SEC Section. 

Assists in the preparation of working papers and reports addressing activities of ISD-SEC programmes required for Assembly, Council, Air Transport Committee (ATC) and Aviation Security Committee (ASC), AVSEC Panel, achieving results such as:

• Coordinate with the offices of DD/ASF and D/ATB on the schedule for submission of ISD-SEC working papers for each Session of the Council to ensure timely publication of documents.
• Assist in the development and drafting of reports and working papers for the Assembly, Council, ATC, and ASC, as required. 
• Conduct quality review of working papers and reports to ensure high quality in terms of accuracy, completeness and adherence to ICAO procedural guidelines; crosschecking references for accuracy including providing necessary research. 
• Process draft working papers and reports for approval by C/ISD-SEC.
• Process ISD-SEC documentation to the Document Management and Outsourcing (DMO) Unit for translation, ensuring that deadlines are met.
• Facilitate efficient and timely submission of ISD-SEC’s contribution to the Annual Report of the Council, and to other reports as required.
• Coordinate the review of working papers and reports with the Offices of DD/ASF and D/ATB, as required. 

Performs other related duties, as assigned.

Essential

• High school diploma or equivalent is required, is required.

Desirable

• A Diploma of College Studies (DEC) with training or certification in office management, business administration, secretarial studies, or in a related filed, is desirable. 

Essential

• At least four years of administrative experience, is required.
• Experience with office automation equipment and contemporary software, is required.
• Experience in preparing correspondence and reviewing reports and presentations, is required, is required.

Desirable

• Experience in maintaining filing systems, is desirable.
• Experience in using SharePoint applications, is desirable.

Essential:

• Fluent reading, writing and speaking abilities in English, is required.

Desirable:

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

Professionalism: Good knowledge and skills in administrative tasks; proficient in the use of standard office automation systems and common office computer applications; has the ability to handle documents in an organized manner; is able to multitask and work quickly and under pressure. 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. 

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. 

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. 

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.