Team Assistant

International Civil Aviation Organization, Dakar, Senegal

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
16th June, 2021


Job Description

Org. Setting and Reporting

  • The Regional Office is primarily responsible for maintaining continuous liaison with 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). The Regional Office also provides technical guidance and assists States in the establishment of effective safety oversight systems and with implementation of Standards and Recommended Practices.
  • The Communication Navigation and Surveillance (CNS) Section supports the development of an integrated, global CNS system in the Africa Indian Ocean Region with the aim of realizing the benefits expected from implementation of Communication Navigation and Surveillance (CNS) systems in support to ATM provision. The CNS Section updates Standards and Recommended Practices (SARPs), procedures and guidance material, as necessary for inclusion in Annex 10 – Aeronautical Telecommunication and related documents. The Section is responsible for Communication Navigation and Surveillance matters within African Indian Ocean Region.
  • The Airworthiness (AIR) and Flight Safety (FS) Sections support the establishment and enhancement of effective safety oversight systems in individual ICAO Contracting States in addition to providing support to Regional Safety Oversight Organizations (RSOOs) within the Western and Central African region. The two sections work in close coordination with the ESAF Regional Office in achieving the objectives of the Comprehensive Regional Implementation Programme for Aviation Safety in Africa (AFI Plan). The AIR and FS Sections contribute to updates of Standards and Recommended Practices (SARPs), procedures and guidance materials, as necessary for inclusion in ICAO Annex 1 – Personnel Licensing, Annex 6 – Operation of Aircraft, Annex 7 – Aircraft Registration, Annex 8 – Airworthiness, Annex 16 – Environmental Protection and Annex 18 – The Safe Transportation of Dangerous Goods by Air, Doc. 9376 – Manual on Preparation of an Operation Manual, Doc. 9760 – Airworthiness Manual, Doc 9859 – Safety Management Manual, amongst others.
  • Under their direct supervision, the Team assistant supports Regional Officers Communication Navigation and Surveillance (CNS), Airworthiness (AIR) and Flight Safety (FS) Sections in meeting their responsibilities and performing their duties. The Regional Officers CNS, AIR and FS assign tasks and duties to and evaluate the performance of the incumbent. In case of competing priorities, the Deputy Regional Director will take the necessary decision.

Responsibilities

Function 1 (incl. Expected results)

Ensures smooth management of meetings in terms of logistical arrangements, documentation and technical materials as well as post meeting follow up actions and achieving results such as:

  • Assist CNS, AIR and FS Officers with the conduct of regional technical meetings, workshops and seminars within and outside the Regional Office, compile draft meeting reports, arrange, prepare and process meeting documentation, including draft working and information papers and presentation related to meetings, seminars and workshops managed by CNS, AIR and FS Sections, and arrange for the meeting documentation to be uploaded on the ICAO WACAF website. Prepare and oversee the tracking, collation and distribution of meeting documentation.
  • Format and publish working/information papers for meetings that the CNS, AIR and FS Sections are responsible for. Liaise with States authorities and international organizations concerned in relation to the preparation of meeting papers and advising, as necessary, on ICAO provisions.
  • Research, retrieve and collate information for input to the drafting of information/working papers for seminars/workshops and meetings.
  • Maintain an efficient recording system of follow-up actions on recommendations made by regional technical meetings for which the CNS, AIR and FS Officers have prime responsibility, including recommendations made by Regional Air Navigation Plan and AFI Air Navigation Planning and Implementation Regional Group (APIRG) and RASG/AFI meetings.  Maintain records of action taken and/or required.

Function 2 (incl. Expected results)

Monitors the preparation and processing of amendment to ICAO Documents and Guidance Materials, achieving results such as:

  • Assist in the preparation and processing of amendment proposals for CNS subjects of the Regional Supplementary Procedures (Doc 7030) and the Africa Indian Ocean eANP (Doc 7474), and maintain registration of these amendments.
  • Prepare draft State Letters transmitting proposed amendments to relevant ICAO Annexes and the documents listed above to States, collate replies to the circulation of proposals and prepare draft documentation to be submitted to Headquarters.
  • Assist in undertaking follow-up actions on the progress of amendment proposals in a timely manner.
  • Prepare correspondence informing States of the approval of new amendments and the applicability date.
  • Keep the status records of amendment proposals updated.
  • Ensure the processing of amendment proposals and their approval using the on-line system on ICAO website.

Function 3 (incl. Expected results)

Maintains Regional Guidance Materials and Manuals and Documents, achieving such results as:

  • Under the direction of the CNS, AIR and FS Officers, compile and collate source materials for the preparation of draft revisions to the CNS, AIR and FS related regional guidance.
  • Edit and check for consistency of replies from States and international organizations to the materials.
  • Provide the ICT Assistant with materials to upload on the WACAF website.
  • Maintain CNS, AIR and FS Sections technical library, filing system and historical record of amendments to CNS, AIR and FS related documents.
  • Establish and maintain records of progress on CNS, AIR and FS subjects which require follow-up actions.

Function 4 (incl. Expected results)

Processes and records Aeronautical Data related to CNS, AIR and FS Section functions, prepares and processes ICAO Documents and monitors assistance provided to States:

  • Assist CNS, AIR and FS Officers in designing survey/questionnaires, and collecting and analysing data received through the surveys/questionnaires.
  • Manage, when requested, under guidance from CNS, AIR and FS Officers, the CNS, AIR and FS related State letters.
  • Maintain records, files and reports of technical Officers, CAAs and donor institutions regarding the development and implementation of work plans and strategies for the implementation of projects/programmes.

Function 5 (incl. Expected results)

Provides general technical and administrative supports to CNS, AIR and FS Sections, achieving such results as:

  • Assist the Administrative Officer and the Regional Officers to manage logistics arrangements for meetings and conferences, such as venue preparation, issue meeting invitations, registration of participants and reminders as required, etc.
  • Prepare drafts of routine documents e.g. meeting reports, briefings etc. and correspondence related to CNS, AIR and FS technical activities.
  • Based on records of work progress and under the guidance of the Regional Officers, prepare and update the monthly work programme for the CNS, AIR and FS Sections.
  • Prepare initial draft of activities reports and the expected work programme of the Section.
  • Maintain records of mission/meeting programme of the CNS, AIR and FS Sections.
  • Coordinate travel arrangements for CNS, AIR and FS Officers.
  • Assist CNS, AIR and FS Officers in designing survey/questionnaires, and collecting and analysing data received through the surveys/questionnaires.
  • Maintain the sections calendar.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Competencies

  • Professionalism: 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; Strong computer skills. shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
  • 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.
  • 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.
  • 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.

Education

  • Completion of secondary education, followed by a certificate/studies in administration.

Work Experience

  • At least four years of progressively responsible experience in office management in public or private administration is required.
  • Experience in office management, communication and coordination tasks, maintenance of records and files, modern office technology is required.
  • Experience in the use of MS Office applications including, but not limited to, Word, Excel spread sheets and PowerPoint is required.
  • Experience working in a multinational and multi-cultural environment. Ability to deal with sensitive and confidential matters in a prompt and discreet manner is required.
  • Experience in administration policies, protocol and procedures of the UN or large multinational organization Experience in dealing with high level officials, government representatives or senior executives is desirable.

Languages

Essential

  • Excellent reading, writing and speaking abilities in English and French

Desirable

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

Source:https://inspira.un.org/psc/UNCAREERS/EMPLOYEE/HRMS/c/UN_CUSTOMIZATIONS.UN_JOB_DETAIL.GBL?Page=UN_JOB_DETAIL&Action=A&JobOpeningId=156664


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