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Political Affairs and Protocol Officer


  • Organization: ICAO - International Civil Aviation Organization
  • Location: Montreal
  • Grade: Mid level - P-4, International Professional - Internationally recruited position
  • Occupational Groups:
    • Social Affairs
    • International Relations
    • Political Affairs
    • Conference Services
    • External Relations, Partnerships and Resource mobilization
    • Customer services
  • Closing Date: Closed
Org. Setting and Reporting
The Legal Affairs and External Relations Bureau provides advice and assistance to the Secretary General and through that Office to the various bodies of the Organization and to ICAO Member States, on legal and external relations matters. With regard to legal matters, the Bureau is responsible for: the provision of legal advice to the Governing Bodies and the Secretariat on any issue of law, and 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 and registration of agreements 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 which might affect ICAO. Under the general authority of the Director, Legal Affairs and External Relations Bureau (D/LEB), the Political Affairs and Protocol Officer (PPO) reports directly to the Senior External Relations and Legal Officer (SELO). D/LEB, SELO or other Senior Officers of the Bureau, will provide supervision to the PPO, including guidance on political matters, delegation and distribution of tasks, and decisions on priorities. The incumbent receives assignments and directions directly/indirectly from supervisors and performs tasks independently, which necessitates initiative, effective time management and the ability to work under pressure.
Function 1 (incl. Expected results) Performs assigned external relations functions, achieving results such as: • Maintain liaison with Member States, non-Member States, delegations on Council and to ICAO, organizations of the UN Common System, other international governmental and non-governmental organizations, and other groups and associations. • Represent ICAO at relevant meetings, as required. • Establish and maintain contacts with the Host State (federal, provincial and municipal authorities) in order to duly address issues related to privileges and immunities or protocol. • Evaluate and process requests on privileges and immunities, provide related advice to members of national delegations and, when appropriate, assist the Human Resources Branch on issues also impacting the ICAO Secretariat. • Coordinate the work of the administrative staff in the External Relations team. • Supervise necessary updates of the ‘Yellow Book’, the DGCA Directory and the internal LEB database regarding delegations. Function 2 (incl. Expected results) Provides advice and recommendations on matters of international law and political affairs, achieving results such as: • Act as focal point for collection and analyses of information on matters of international law and political affairs. • Maintain up-to-date knowledge of events relating to legal and political affairs of interest to ICAO, in particular as regards legitimate representation of States at international level. • Monitor Resolutions of the UN General Assembly and Security Council as well as UN reports on credentials. • Coordinate contacts with the UN (mainly Department of Political and Peacebuilding Affairs) and other bodies of the UN Common System, with a view to keeping abreast of political developments in countries and regions of interest. • Make necessary entries into the dedicated LEB internal database. • Prepare analytical reports and papers on sensitive and high-profile matters of concern to ICAO; draft notes, background papers, talking points and other correspondence for the senior management. • Assist in coordinating political inputs to the Offices of the President of the Council and of the Secretary General as required, such as for missions’ briefs or to prepare high-level visits. • Coordinate information dissemination with other Bureaux and Offices at Headquarters as well as with Regional Offices, to ensure consistency of ICAO’s political positions across the board. Function 3 (incl. Expected results) Provides Secretariat services, achieving results such as: • Assist in coordinating Host State matters as well as political affairs raised in ICAO bodies, in particular the Council (including its Committee on Relations with the Host Country) and the Assembly (including its Credentials and Executive Committees). • Participate in the provision of secretariat services to the Assembly, Council and other meetings; prepare documentation and draft memoranda or reports. Function 4 (incl. Expected results) Carries out protocol functions, achieving results such as: • Perform the duties of focal point for ICAO protocol services. Advise on matters of protocol and orders of precedence. Function 5 (incl. Expected results) Performs other related duties, as assigned.
Professionalism: Good knowledge of international affairs with experience in carrying out political analysis and drafting analytical documents; professional competence and mastery of subject matter; ability to complete in-depth studies and reach conclusions on causes and solutions to problems; conscientious and efficient in meeting commitments, while observing deadlines; persistence and calm when faced with difficulties; diplomacy, resourcefulness and tact. Ability to communicate with a large range of interlocutors including senior UN officials and Member State representatives. 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. 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. 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. 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. Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
An advanced university degree (Master’s degree or academic equivalent) in political science, public administration, international relations, international law, or in a related field is required.
Job - Specific Qualification
Not available.
Work Experience
• A minimum of ten (10) years of progressively responsible professional experience in international relations or political affairs, out of which five years in the United Nations (UN) Common System is required. • Experience in multilateral negotiation, mediation, or inter-governmental processes, and in coordinating across multiple stakeholders in a UN or other international setting is required. • Experience of protocol or event management in a bilateral or a multilateral setting is required. • Experience in civil aviation issues related to regional and international organizations is desirable. • Experience of the aviation industry and related activities is desirable. • Experience in developing partnerships with public and private entities is desirable.
Fluent reading, writing and speaking abilities in English and French is required. A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish) is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
The ICAO Assembly reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.” Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher-level categories. It should be noted that this post is to be filled on a fixed-term basis for an initial period of 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, in accordance with the provisions of the ICAO service code (Staff Regulations). 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. Remuneration: Level P-4 Rate Net Base Salary per annum + Post Adjustment (net) per annum(*) USD $77,326 + USD $36,962 (*) Post Adjustment is subject to change.
United Nations Considerations
In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis. Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.
This vacancy is now closed.
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