Programme Analysis Associate, MID

The 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. 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 with implementation.

The incumbent reports to the Deputy Regional Director (D/RD), in addition to providing support to the Technical Team on various subject matters. Specific instructions and directives will be provided by the Team on special tasks or complex issues.

Supports the Middle East Directors General of Civil Aviation (DGCA-MID) meetings and provides technical and administrative support to the Regional Director and Deputy Regional Director, achieving results such as:

• Assist the Regional Director and the Deputy Regional Director with the conduct of DGCA-MID meetings, MID Regional Coordination Meetings (MID RCM) with International Organizations and the Inter-Regional Coordination Meetings (IRCM) with the APAC, EUR/NAT, ESAF and WACAF Regional Offices, as required.
• Prepare the required State Letters, Reminders, etc., as required, for the DRD files.
• Update the DRD with all responses received to the follow-up actions.
• Follow up on mission report for dissemination and executive summaries for signature and record keeping in the relevant folder(s).
• Maintain a database on all MID Office Technical Assistance and Implementation Support Activities.
• Responsible for directing the outgoing and incoming correspondence relating to the Capacity Development and Implementation Bureau (CDI) and follow up on the actions to be taken.
• Assist the DRD in monitoring the progress achieved in the implementation of the MID Office annual work programme and revisions of the Tentative Schedule of Meetings, Seminars and Workshops published on the ICAO MID website.
• Support the consolidation of Monthly Reports and Annual Reports.

Supports MIDANPIRG & RASG-MID meetings and all MID Office meetings in the fields of AIM, PBN, MET, ENV, AT and CAPSCA, in terms of logistical arrangements, documentation and technical materials, as well as post follow-up actions, achieving results such as:

• Support the preparation and conduct of the MIDANPIRG and RASG-MID meetings. Coordinate with the Host State all administrative and logistic matters and provide full support for arranging, preparing and processing meeting documentation, including draft working and information papers and presentations. 
• Responsible for the consolidation of the MIDANPIRG and RASG-MID Draft Reports based on the inputs received from the technical team.
• Maintain the MIDANPIRG and RASG-MID Procedural Handbooks up-to-date.
• Ensure regular update of the ICAO MID Office website with the current versions of Documents related to MIDANPRIG (MID DOCs, MID Annual Air Navigation Reports, etc).
• Assist Regional Officers with the conduct of regional technical meetings, workshops and seminars within and outside the Regional Office. Assist in compiling draft meeting reports, arrange, prepare and process meeting documentation, including draft working and information papers and presentations related to meetings, seminars and workshops. Prepare and oversee the tracking, collation and distribution of meeting documentation. 
• Ensure adequacy and correctness of information received for the preparation of meeting documents, draft correspondence, manage meetings database and website; and ensure internal coordination for the efficient conduct of meetings.
• Format and publish working/information papers and reports. 
• Maintain records of Conclusions and Decisions endorsed by regional meetings; and maintain records of action taken and/or required. 
• Manage and maintain a database for participants and focal points.
• Provide support to RO/IM for the management of the MID FPP Project.

Provides support for the maintenance and update of the ANP and SUPPs (MID Region), as well as for the processing of States’ requests related to the allocation of three-letter designators and telephony designators (DOC 8585) and Location Indicators (DOC 7910), achieving such results as:

• Verify and organize, in coordination with responsible Regional Officers and counterparts at Headquarters, when appropriate, the processing of proposals for amendment to the MID ANP and SUPPs.
• Prepare and publish the state letters related to the proposals for amendment to the MID ANP and SUPPs and track and record replies.
• Maintain the MID ANP and SUPPs versions on the Website up-to-date through the incorporation of approved proposals for amendment.
• Follow up, in coordination with responsible Regional Officers and Headquarters the processing of States’ requests related to the allocation of three-letter designators and telephony designators (DOC 8585) and Location Indicators (DOC 7910); and prepare necessary inter-office memorandum and sate letters.

Provides support and assistance to office management and business continuity, achieving such results as:

• Manage the e-mailing system of MID Office, downloading daily incoming mails for registration and forwarding, when necessary, to relevant recipient.
• Update MID Office files and implement the RMS for filing all correspondences in the relevant files.
• Ensure regular update of the email addresses database and Focal Points contact details. 
• Request new files or delete obsolete files in communication with the focal point at Headquarters.
• Provide assistance to MID Office staff in locating their records in their specified fields on the RMS.
• Ensure smooth workflow and coordination of tasks for Technical Assistants.

Maintains relations with public, States and International Organizations, achieving such results as:

• Reply, in consultation with the responsible Regional Officers, and/or the management, as applicable, to requests from the public, States’ administrations and International Organisations on matters relating to ICAO provisions and Documentation. 
• Draft correspondence as required.

Performs other related duties, as assigned.

Essential

High school diploma, is required.

Desirable

A first-level university degree in Arts and Literature, Commerce, Communications or a related field.

Essential

• At least six years of progressively responsible experience in office administration in a public or private administration. 
• Experience in office management, communication and coordination of tasks, maintenance of records and files, modern office technology.
• Experience working in a multi-national and multi-cultural environment. 
• Experience in working with sensitive and confidential material in a discrete manner.

Desirable

• Experience in administrative policies, protocol and procedures of the UN or large multinational organization. 
• Experience in ICAO’s activities, practices and procedures, particularly of the administrative, functions and structure of the Organization.
• Experience in dealing with high level officials, government representatives or senior executives from States.

Essential 

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

Desirable 

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

Professionalism: Proficiency in office management. Proficient in Microsoft Office Suite. 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.

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.

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.

Please note that this is a locally-recruited position and restricted to Citizens of Egypt 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.