Document Management and Statistics Associate

Job Posting Organization:
The Languages, Publications and Conference Management (LPC) unit operates within the Bureau of Administration and Services (ADB) of the International Civil Aviation Organization (ICAO). The organization is dedicated to promoting multilingualism and providing essential support services in the six ICAO working languages: Arabic, Chinese, English, French, Russian, and Spanish. ICAO was established to manage the administration of international civil aviation and has been operational since 194

• The organization employs a diverse workforce and operates in multiple countries, focusing on enhancing global aviation safety and efficiency through effective communication and documentation management.

Job Overview:
The Document Management and Statistics Associate plays a crucial role in the planning, scheduling, monitoring, and management of ICAO documents. This position requires the incumbent to process and register requests for document services, ensuring compliance with internal guidelines and the timely distribution of documents. The associate will work closely with various LPC units and serve as the central hub for document-related language service requests. The role demands strong teamwork skills and the ability to work under pressure, as the incumbent will be responsible for overseeing the entire document management chain, from creation to completion. Additionally, the associate will provide expert guidance and training to users of the gDoc 2.0 system, contributing to operational excellence and efficiency in document management.

Duties and Responsibilities:
The duties and responsibilities of the Document Management and Statistics Associate include processing and monitoring the end-to-end workflow of gDoc 2.0 requests, ensuring efficient handling of document services. The associate will validate document requirements, confirm the availability of necessary files, and prioritize requests based on stakeholder needs. They will also provide detailed cost estimates for extra-budgetary requests, coordinate with various service groups, and assist in the collection and analysis of data for reporting purposes. Furthermore, the associate will compile statistical reports on productivity and assist in the preparation of the Annual Report of the Council. Other responsibilities include maintaining internal records, updating documentation procedures, and performing related tasks as assigned.

Required Qualifications:
Candidates must possess a secondary school diploma or equivalent education, along with a diploma of college studies or equivalent post-secondary qualifications. Essential qualifications include at least six years of professional experience, preferably within ICAO, a UN agency, or another international organization, with a focus on clerical record keeping and database maintenance. Desirable qualifications include experience with large-scale meetings and familiarity with document management systems. Candidates should demonstrate professionalism, teamwork, communication skills, accountability, planning and organizing abilities, and client orientation.

Educational Background:
The educational background required for this position includes a secondary school diploma or equivalent, along with a diploma of college studies or equivalent post-secondary qualifications. This educational foundation is essential for understanding the complexities of document management and the operational requirements of the ICAO.

Experience:
The position requires a minimum of six years of relevant professional experience, ideally within ICAO, a UN agency, or another international organization. Experience should include clerical record keeping and maintaining a computer database. Candidates with experience in managing large-scale meetings and a good understanding of document management systems will be preferred.

Languages:
Fluency in reading, writing, and speaking English is essential for this position. Additionally, a working knowledge of one of the other ICAO languages (Arabic, Chinese, French, Russian, or Spanish) is desirable, as it enhances communication and collaboration within the organization.

Additional Notes:
This position is available to Canadian citizens, Canadian Permanent Residents, or individuals with a valid work permit. The role 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 accordance with the Standards of Conduct for the International Civil Service. The organization offers a competitive benefits package and a net base salary of CAD 49,278 per annum for the G-6 level. The statutory retirement age for staff entering or re-entering service after January 1, 2014, is 65 years.