Assists Regional Officer (AGA) 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 Officer (AGA) with the compilation of inputs for inclusion into the Regional Office Operating plan, Work Programme and overall alignment with ICAO’s 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.

• 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.
• 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.

Assists the Regional Officer (AGA) 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 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 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 Regional Officer has primary responsibility, including but not limited to recommendations made by implementation of Regional Group.
   

Maintains databases of information in the AGA area of responsibility, 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 ensure feedback/responses to the proposed amendments within the specified deadlines.
• Proposals of the Air Navigation Plan Amendments are submitted online to Headquarters without delay. 
• 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.
   

Provides administrative support services, achieving results such as:

• Liaise and coordinate with HQs on sale of publications to local customers. Provide document sales services to local and walk-in         customers for ICAO publications and audio-visual training aids.
• Issue invoices and Cash Sale documents for saleable publications and maintain accounting records for this purpose.
• Prepare routine correspondence by e-mail, facsimile, memoranda and reports in line with standard office procedures.
• Respond to inquiries from clients, take orders for publications and coordinate with Headquarters as appropriate, handle sale of ICAO publications available in stock at the Regional Office, keep accounting records on publications sales, prepare monthly financial documents sales report.
• Classify and code material relating to saleable documents and maintain the file on document sales.
• Keep stock of publications and prepare documents inventory at year end.
• Maintain collection of ICAO publications and reference documents. Amend and update publications and Annexes for reference of staff members, assist in the retrieval of ICAO documents as required.