Programme Associate

International Civil Aviation Organization, Montreal, Canada

Skill Required:, Project/ Programme Management
Preferred Experience: 
7 to 10 Year
Closing Date for Applications: 
17th March, 2021

Job Description

The Economic Regulatory Framework (ERF) Section in the Air Transport Bureau (ATB) is one of the Sections, charged with delivering results with respect to ICAO’s Strategic Objective – Economic Development of Air Transport. The Section is responsible for establishing policies and guidance on economic regulation; infrastructure management and economics of aviation activities, including taxation and user charges; developing policies and guidance to facilitate access to funding for aviation infrastructure and financing of air transport operations; harmonizing air transport policy framework through cooperation amongst the aviation community and all aviation stakeholders; and monitoring regulatory and industry developments in international air transport. The Section’s work programmes also aim to enhance transparency of international air transport, and to facilitate and reduce costs for States in performing their regulatory functions, for example, by providing a central meeting place to conduct multiple air services negotiations or consultations.
The Section manages and oversees the work programme of the Airport Economic Panel (AEP), the Air Navigation Services Economics Panel (ANSEP), the Air Transport Regulation Panel (ATRP), as well as the policy-making conferences, i.e. the Air Transport Conference and the Conference on the Economics of Airports and Air Navigation Services. It provides support to the Assembly, the Council, and Air Transport Committee (ATC). It also manages the organization, preparation and conduct of global and regional meetings involving its areas of responsibilities and expertise.


The incumbent reports directly to the Chief, ERF Section (C/ERF), from whom she/he seeks advice and guidance on assignments and consults on difficult and challenging projects. The incumbent supports the work of the Deputy Director, Economic Development of Air Transport (DD/ECD) as required. It is expected that the incumbent will be able to work independently on tasks assigned.


Function 1. Manages and handles administrative matters for the Section, achieving results such as:

  •  Provide guidance and advice to staff on administrative procedures and guidelines for the delivery of assigned ERF tasks;
  •  Manage and handle ERF filing systems and records, and maintaining job-tracking records to ensure ERF’s timely delivery of assigned tasks;
  •  Coordinate with relevant offices on administrative matters, including personnel matters pertaining to ERF Staff;
  •  Draft or assist in preparing letters, memoranda, reports, State letters, electronic bulletins, memoranda, e-mails, minutes, notices, etc., as assigned; and
  •  Handle and coordinate administrative arrangements for ERF staff working arrangements and supplies, including those for interns and seconded officers.

Function 2. Coordinates and facilitates the preparation of documentation for the governing bodies (Assembly, Council and Air Transport Committee) by the Section, achieving results such as:

  •  Establish the document preparation schedule for the Section and monitor work in progress and follow up pending jobs based on priority to ensure deadlines are met;
  •  Review, edit and proofread working papers, reports, briefing material, presentations and other documents originated from the Section for the governing bodies and other concerned entities;
  •  Handle final processing of the documents for production or publication in coordination with concerned offices; and
  •  Keep a complete set of publications, documents and reference materials produced by the Section, in hard copy and electronic versions.
  • Function 3. Provides support to the Secretaries of the Air Transport Regulation Panel (ATRP), Airport Economics Panel (AEP), and Air Navigation Services and Economics Panel (ANSEP), achieving results such as:
  • Assist the panel secretaries in the planning of panel meetings and making related administrative arrangements;
  •  Assist in the processing of working documentation for meetings, prepared by the Secretariat, States and/or international organizations, as well as in the preparation of the final meeting report;
  •  Liaise and coordinate with the offices concerned regarding registration, security, and other panel meeting related arrangements;
  •  Maintain the Secure Portal of each panel site, including making updates and changes as required; and
  •  Edit, proofread, and process final reports of the panel meetings, ensuring their quality and compliance with the relevant standards for the documents.

Function 4. Contributes to the production of publications such as ICAO Policies and guidance material in support of the efficient and effective delivery of the economic regulatory framework work programme, achieving results such as:

  •  Provide technical assistance to staff, where needed, in their research and preparation of studies and reports to produce policies and guidance material;
  •  Prepare State letters concerning the production of supplements to ICAO’s policies;
  •  Consolidate, edit and check the consistency of replies from States on supplements to ICAO’s policies;
  •  Review, edit and proofread all the salable publications in coordination with subject matter experts in the ERF Section; and
  •  Liaise with the Documentation Planning and Management (DPM) Section or others concerned in respect of the production and distribution of the publications.

Function 5. Provides assistance to the Deputy Director, Economic Development (DD/ECD) for the execution of specific projects and ad hoc assignments, achieving results such as:

  •  Liaise and coordinate with staff of the Section and with other Bureaus/Offices, on the specific tasks;
  •  Request information from within and outside the Bureau;
  •  Consolidate material on multi-disciplinary subjects, including requests from other ICAO offices and international organizations;
  •  Assist the collection or preparation of reference material and information; and
  •  Assist, where required, in the preparation of documentation and presentation for the governing bodies, air transport related conferences and meetings, senior management and missions.
  • Function 6. Performs other duties, as assigned, relating to areas of ERF responsibilities, achieving results such as:
  •  Handle internal and external queries relating to the areas of responsibilities or expertise of the Section; and
  • Handle any other matters as assigned.


Professionalism: Strong proofreading and editing skills. Familiarity with using the latest office software and applications such as MS Office. General knowledge of air transport activities and terminology. 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.

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.

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.


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.

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.


  •  A diploma of college studies (DEC) or equivalent is required.
  •  Additional training or certification in international relations, air transport, public administration, office administration or related field is desirable.


  •  A minimum of six (6) years’ experience in office administration, secretarial support service, coordination of office work and management of document production is required.
  •  Extensive experience in office administrative procedures and practices, organization and maintenance of technical records and the preparation of data for inclusion in required.
  •  Work experience in dealing with various stakeholders in an international environment is desirable.


  •  Fluent reading, writing and speaking abilities in English is required.
  •  A working knowledge of another language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.


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