Document Management Officer

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations established in 194

• Its mission is to promote the safe and orderly development of international civil aviation throughout the world. ICAO works with 193 member states and industry groups to reach consensus on international civil aviation standards and recommended practices. The organization is headquartered in Montreal, Canada, and employs a diverse workforce of over 800 professionals from various countries, contributing to the global aviation community.

Job Overview:
The Document Management Officer position within the Languages, Publications, and Conference Management (LPC) unit of ICAO is crucial for ensuring the effective management and distribution of ICAO documents. The role involves overseeing the gDoc 2.0 workflow, which is essential for the accurate and timely processing of documents in all six ICAO working languages. The officer will be responsible for monitoring workflows, providing guidance and training on document management systems, and compiling statistical reports to support decision-making processes. This position requires a proactive approach to problem-solving and a commitment to maintaining high standards of documentation management.

Duties and Responsibilities:

• Monitor the gDoc 2.0 workflow for all document types, ensuring accuracy and efficiency from forecast to issuance in all applicable languages. This includes registering and processing requests, validating requirements against Council Decisions, and reviewing priorities in translation and distribution tasks.
• Provide guidance and training on gDoc 2.0 and Document Storage systems, developing training materials and user guides, and delivering one-on-one training sessions to ICAO service groups.
• Compile, analyze, and prepare LPC statistical reports, ensuring accuracy and timely resolution of production delays. This involves collecting data for various reports and monitoring publication production status.
• Support the development and maintenance of internal DMO records and documents, ensuring proper classification and storage.
• Perform other related duties as assigned, contributing to the overall efficiency and effectiveness of the LPC unit.

Required Qualifications:
Essential qualifications include a high school diploma or equivalent education, with a minimum of five years of professional experience in a national or international organization. Desirable qualifications include completion of a typing or office automation course and experience in documentation management or conference services. Candidates should demonstrate familiarity with UN practices and procedures regarding language services and documentation, as well as proficiency in office automation tools such as Word, Adobe Acrobat, and Excel.

Educational Background:
The position requires at least a high school diploma or equivalent education. Candidates with additional qualifications, such as completion of a typing or office automation course, will be considered favorably. The educational background should support the essential functions of the role, particularly in documentation management and office automation.

Experience:
Candidates must have a minimum of five years of relevant professional experience, preferably within a national or international organization. Experience in documentation management, conference services, or related fields is highly desirable. The role demands a strong understanding of documentation processes and the ability to work effectively in a fast-paced environment.

Languages:
Fluent reading, writing, and speaking abilities in English are essential for this position. A working knowledge of any other ICAO languages (Arabic, Chinese, French, Russian, Spanish) is considered desirable, as it enhances communication and collaboration within the organization.

Additional Notes:
This position is locally recruited and restricted to Canadian citizens, permanent residents of Canada, and applicants with a valid work permit. The contract is fixed-term for an initial period of three years, with the first year being probationary for external candidates. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants, adhering to the 2013 Standards of Conduct for the International Civil Service. The position offers a net base salary of CAD 51,045 per annum, along with an attractive benefits package in accordance with the policies of the International Civil Service Commission (ICSC). Interested candidates must complete an online application form through ICAO's e-Recruitment website.