Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and

coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme

support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). It ensures the issuance of

documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards.

The Document Management Unit is responsible for the planning, scheduling, monitoring, management, processing, and timely distribution of all types of ICAO documents, including working papers for meetings, correspondence with Member States and publications. The Unit develops policies for the efficient and timely delivery of ICAO documents and publications, and it advises, and guides originating offices and helps coordinate the activities of the various LPC units. Document Management serves as the central hub for all document-related language service requests. It oversees the complete document management chain, encompassing planning, processing, monitoring, distribution, and ensuring the punctual issuance of ICAO documents.

The incumbent works directly under the supervision of the Head/Document Management unit. S/he performs the work with little or no advice and guidance. S/he must have good teamwork skills and must be able to work under pressure.

Processes/registers and monitors the end-to-end process of gDoc 2.0 requests, from inception to issuance, for all document types. Monitors workflow steps, including editorial, translation, text processing, printing, external dispatch, and electronic publishing requests for document services ensuring efficient and accurate handling of requests throughout the entire process, from creation to completion, achieving results such as:

• Process and register incoming requests for document services using gDoc 2.0, ensuring the metadata complies with internal guidelines.
• Validate document requirements against Council Decisions, ANC Procedural Guidebook, Publications Regulations, Policy on Publications, Administrative Instructions for the Provision of Language Services, and other relevant rules.
• Confirm availability and completeness of all necessary files, including original submissions, departmental corrections, references, and mark-ups.
• Verify mandates (approval from allotment holders and mandatory funding codes) where applicable or financial information in the case of extra-budgetary items.
• Validate IOMs for publications and routing the request in the workflow according to the specification of the IOM.
• Recommend solutions to the LPC service groups, submitters and upstream service groups for problems arising with requests throughout the workflows of a request for document service.
• Prioritize requests and review work for translation, editing, printing, and distribution, considering meeting schedules and stakeholder needs, while managing daily capacity. Escalate rule exceptions to the Document Management Officer.
• Schedule workflow steps for all service groups in gDoc 2.0, including editorial, translation, text processing, printing, sales, publishing, and external dispatch.
• Certify and apply official signatures to memoranda and official correspondence with Member States.
• Provide detailed cost estimates for extra-budgetary requests or outsourced items for document services.
• Coordinate with WEB, RPM, Registry, RMS and Printing and Distribution, submitters, and language sections as necessary.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Provide comprehensive operational support to all gDoc 2.0 users throughout the request workflow, ensuring efficient handling of requests registered through the system.
• Monitors documentation workflows and processes for large scale meetings during night shifts, for all translation, editing, printing and electronic publishing requests.

Provides expert guidance and training to ICAO submitters, LPC users, and other gDoc 2.0 services groups, ensuring effective operation of the gDoc 2.0 system and driving operational excellence, achieving results such as: 

• Contribute to the development of training materials for all service groups ensuring effective utilization of the gDoc 2.0 system.
• Develop/review/ regularly update user guides for all service groups ensuring effective utilization of the gDoc 2.0 system.
• Develop internal guidelines for the document management team, enhancing the knowledge database and improving operational efficiency.
• Assess and address training needs among ICAO submitters, coordinating with supervisors for future training planning.
• Provide tailored guidance and training to ICAO submitters, facilitating proficient operation of the gDoc 2.0 system.
• Support LPC training initiatives by identifying users requiring training, providing pertinent materials, and offering input for training sessions.
• Provide training to ICAO submitters and gDoc 2.0 users, ensuring proficient operation of both systems: gDoc 2.0 and Document Storage.

Completes tasks related to compiling and analysing statistical reports for LPC, while also providing assistance in report preparation and resolving production delays, resulting in efficient and accurate reporting processes, achieving results such as:

• Compile and prepare statistical reports (monthly, annually and for each individual meeting held by the Organization) on input, output and productivity for the translation, editorial and text processing of LPC, and for translations done externally.
• Contribute to the preparation of statistical information for inclusion in the Annual Report of the Council and Report on Publications, assisting in the preparation of the Programme Budget and its companion document/database, and other reports as required by the Council.
• Perform review on an annual basis of the registered requests to ensure the accuracy of information and performs corrections to metadata as required to ensure accuracy of reports.
• Assist in the preparation of reports by providing business justifications for deviations, ensuring clarity and accuracy in reporting.
• Monitor and maintain production status of publications, tracking progress in the language sections, and report any delays observed for timely resolution.

Performs other tasks in relation to the compilation, collection, development and maintenance of internal DMO records and documents as requested by the supervisor, achieving results such as:

• Provide support as required in the applicable documentation of internal policies procedures/workflows and other documentation specific to LPC and perform regular updates as required and ensure proper classification and storage.
• Codify and classify administrative procedures and instructions for LPC according to established naming convention and ensure adequate revision control.
• Actively contribute to the collection of all necessary information required, for the development of new tools within DM.
• Input records and maintain new and existing registers/logs within DM, with the purpose of using this information to ensure an adequate level of continuous improvement within DM.

Performs other related duties, as assigned.

Secondary school or equivalent education. Diploma of college studies or equivalent post-secondary qualifications.

Essential

1. At least six years’ experience, preferably within ICAO, a UN agency, or another international organization, including
2. clerical record keeping and/or experience in maintaining a computer database.

Desirable

Experience with large-scale meetings and a good knowledge of document management systems.

Essential 

Fluent reading, writing, and speaking abilities in English.

Desirable 

A working knowledge of one of the other languages of the Organization (Arabic, Chinese, French, Russian and Spanish).

Professionalism: Familiarity with UN practices and procedures with regards to language services and the provision of meeting documentation. Familiarity with ICAO’s structure, correspondence and filing procedures, and a good knowledge of ICAO documentation. Knowledge of Word, Adobe Acrobat, Excel, and office automation techniques; initiative, discretion and ability to work under pressure in a busy and stressful environment; familiarity with correspondence and filing procedures; 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.

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.

Accountability: 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.

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.

Applicants must hold either Canadian citizenship, Canadian Permanent Residency or work permit in order to be eligible for this position.

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. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

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.

Remuneration:        Level        Net Base Salary per annum

G-6               CAD 49,278