The Legal Affairs and External Relations Bureau (LEB) provides advice and assistance on legal and external relations matters generally, and in support of ICAO’s Strategic Objectives, to the ICAO Member States, governing bodies, President of the Council and the Secretary General, other ICAO Bureaus and Regional Offices. With regard to legal matters, the Bureau is responsible for: the provision of legal advice to the governing bodies and the Secretariat on legal issues, in particular on international law and air law; the general development of air law; the review of all agreements and contracts; and the performance of the treaty depositary functions of the Organization. With regard to external relations matters, the Bureau is responsible for: maintaining close and harmonious working relations with Member States; serving as focal point for the Organization’s relations with the Host Government; carrying out liaison and protocol functions; and monitoring and providing policy guidance and advice on current political events that might affect ICAO.

The incumbent reports directly to the Director, LEB (D/LEB) who provides general guidance and with whom the incumbent consults on complex administrative issues.The incumbent works independently in providing administrative support to the Director, LEB and is responsible for providing backup to other administrative support staff in the Office of the Director, LEB.

Provides administrative support with respect to disputes between Member States under the Convention on International Civil Aviation (Chicago Convention) and other international air law instruments, disputes between the Organization and public or private entities, and employment-related disputes, achieving results such as:

• Perform administrative work in relation to the disputes submitted by Member States to the Council of ICAO under Chapter XVIII of the Chicago Convention, including the distribution and circulation of relevant documents (written pleadings, memos, correspondence, emails, working papers, etc.); maintenance of records and databases; monitoring deadlines for submission of documents; coordination and communication within LEB and with Offices of the President and the Secretary General and other stakeholders.
• Perform administrative work in relation to the Appeals Board and the United Nations Appeals Tribunal (UNAT); monitor files for priorities and initiate responses on administrative issues, especially when Legal Officers (in capacity as Secretary of Appeals Board or representative of the Administration) are on leave/mission, by coordinating with the Chairperson and members of Appeals Board to avoid delaying the procedures; prepare for meetings or appeals hearings by booking conference rooms and other related logistical support.
• Control and maintain all personnel appeals and UNAT files; monitor files’ movement, verify for completeness, presentation, follow-up, transfer, etc.; maintain open and confidential correspondence files for the Secretary of the Appeals Board, Representative of the Administration and Board Members.

Provides administrative support services for Diplomatic Conferences, Meetings of the Legal Committee, Sub-Committees/Working Groups/Task Forces,  and other meetings, achieving results such as:

• Coordinate the arrangement of administrative matters related to Diplomatic Conferences, Legal Committee meetings, etc.
• Initiate and draft invitation letters to States and monitor replies.
• Maintain up-to-date lists of participants.
• Prepare for meetings and videoconferencing by booking conference rooms, arranging for interpretation as appropriate.
• Prepare correspondence for approval of Legal Officers and collect documentation relating to the meetings.
• Prepare necessary information for participants during the meetings by updating the meeting website.
• Collect and assemble documentation.
• Assist in the processing of working documentation for meetings prepared by the Secretariat, Member States, international organizations, as well as in the preparation of the final meeting report.
• Assist in the preparation of documentation on the follow up of meeting recommendations and monitor the follow-up action, as necessary.
• Discuss and propose website content with the Legal Officer in charge of the meeting.
• Liaise with ICT on the design and management of the website.
• Collect and post all relevant documentation on the website and maintain the website content.

Contributes to the production of documents and performs quality control functions, achieving results such as:

• Examine all material for style, grammar, punctuation and accuracy; type, proofread and format letters, memoranda, working papers, State letters, minutes, circulars, notices and other correspondence, often of a confidential or urgent nature, in coordination with originators and recipients where necessary, for accuracy, completeness and conformity with established rules and procedures.
• Assist with the preparation of the LEB related documentation for ICAO Council sessions.
• Create PowerPoint presentations and Excel worksheets.
• Follow up with Legal Officers to ensure that priorities and deadlines are met; initiate appropriate replies in absence of Supervisors.
• Liaise with Languages and Publications (LP) to ensure accuracy, timely translation and production of documents (e.g., working papers, President and Secretary General Memoranda, correspondence, etc.); submit jobs for translation and editing through the Electronic Documents and Enquiry Network (EDEN).
• Coordinate with the Documents Management and Outsourcing (DMO) Section and Editorial Unit (EDL) concerning the production and distribution of such documentation and independently resolve associated issues.
• Carry out research and provision of reference material for production of documents originating from LEB.

Provides general office service support, achieving results such as:

• Arrange appointments and organize meeting schedules.
• Respond to inquiries, obtain background information; initiate and undertake searches for reference material.
• Monitor and screen telephone calls, particularly in absence of Supervisors; assist with visitors.
• Prepare travel authorizations and coordinate with Travel Unit (TRV) with respect to travel arrangements and visas.
• In the absence of other Administrative Assistants or the Administrative Associate, cover their tasks and responsibilities.

Provides effective records management, achieving results such as:

• Maintain files pertaining to subjects; maintain file movement records, verifying for completeness.
• Follow-up and maintain accurate indexing of files.
• Maintain open and confidential correspondence files.

• Performs other related duties, as assigned.

Essential

Completion of secondary school education.

Desirable

A Diploma of College Studies (DEC) or equivalent education, preferably supplemented with office administration and secretarial training.

Essential

• A minimum of six (6) years of experience in secretarial/administrative work, five (5) of which should preferably have been with the Organization, an international organization or a government, in positions of increasing levels of responsibility.
• Experience in preparing notes, correspondence, presentations and reports.
• Extensive experience in MS Office applications.

Desirable

• Experience in administrative work in aviation.

Essential 

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

Desirable 

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

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; 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.

Technological Awareness:  Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

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 a period of one year (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.