Deputy Director, Languages and Publications

Org. Setting and Reporting

The Bureau of Administration and Services (ADB) plays a lead role in the efficient and effective administrative management of the Organization by ensuring the provision of high-quality physical and human resources, applying the highest standards of work ethics and conduct, and using results-based management skills and tools to support the Organization in implementing its Strategic Objectives, in order to serve all stakeholders of the world aviation community. ADB is responsible for the coordination and administration of the following administrative and management services: human resources management (HRM); information management, web management and ICT services; security and building management services; archives and records management; language, publication and conference services; secretariat services for the ICAO Assembly and Council; and travel services.

Within the Bureau of Administration and Services, Languages and Publications (LP) is responsible for the provision of language services (translation, interpretation, editing, referencing, terminology, as well as the planning and production of documents and publications in the six (6) official languages of the Organization) and conference services, at Headquarters and for meetings held in other locations. LP also ensures timely issuance of working papers for the Governing Bodies (Council, ANC, Committees) and other meetings on the basis of simultaneous distribution in the six languages.

The Deputy Director, Languages and Publications reports directly to the Director, ADB (D/ADB) and is responsible for providing strategic leadership and overall direction regarding all language, publication and conference services and activities in support of ICAO’s programmes, including the implementation of ICAO’s digital transformation strategy for these areas. In accordance with the Multilingualism Strategy approved by the ICAO Assembly, the incumbent serves as the Organization’s Multilingualism Coordinator. In this capacity, s/he coordinates the implementation of the Multilingualism Action Plan with all focal points and stakeholders, and drives the strategic transformation of the LP function. S/He leads the management of, and ensures adherence to, the Organization’s guidance, frameworks, standards and policies on multilingualism, language, publication, and conference activities.

The Deputy Director, Languages and Publications leads an international team in the provision of language, publication and conference services, as well as other related administrative and management services. S/He assists the Director, ADB in the effective and efficient management of all such services in the Organization and is fully accountable for her/his actions and decisions, as well as for the quality of services delivered. Supervisory responsibilities include technical supervision, coaching and training where necessary, as well as performance evaluation, delegation and distribution of tasks, and decisions on priorities. S/He also supervises the language proficiency and overall evaluation of candidates for vacant posts in ADB/LP.

Responsibilities

Function 1 (including expected results)
Provides strategic leadership and overall direction of the work programme and activities for ICAO’s languages and publications services, achieving results such as:

• Direct and manage ICAO language, publication and conference services, including their development, strategy and transformation.
• Conceptualize, develop, coordinate and implement innovative language, publication and conference services strategies and interventions. Update and monitor the implementation of ICAO’s Strategic Plan for ADB/LP.
• Lead the development and implementation of the Organization’s Business Plan for ADB/LP.
• Coordinate the establishment of ADB/LP’s annual and triennial staffing and budgetary requirements for the Organization, and prepare the requisite documentation for approval.
• Define and establish work plans, technical guidelines, methodologies and measurable KPIs (Key Performance Indicators) for language, publication and conference services and activities, to ensure effective and high-quality service delivery.
• Develop integrated work programmes, with special emphasis on the establishment of appropriate standards and systems, to provide timely, efficient and cost-effective services.
• Oversee the development of appropriate workforce and succession plans, including triennial and annual ADB/LP action plans.
• Lead the development of ICAO’s guidance, regulations, policies and procedures on language, publication and conference services; monitor their effectiveness against international standards and recommend appropriate changes to meet ICAO needs.
• Direct the development of the operational framework, including related systems and guidelines, and establish priorities governing language, publication and conference services and activities, in keeping with UN and international standards.
• Develop strategies to ensure that ADB/LP remains at the forefront of publications-related developments to contribute to the effective and timely publication and dissemination of documents.
• Coordinate the implementation of recommendations resulting from internal and external audits and evaluations, including those of the Joint Inspection Unit and the Evaluation and Audit Advisory Committee.
• Keep abreast of existing and emerging developments, trends, technologies and opportunities that could be useful in driving the improvement and modernization of ICAO’s language, publication and conference services.

Function 2 (including expected results)
Manages and directs the work and staff of ADB/LP, achieving results such as:

• Provide effective direction and guidance to the staff to ensure the timely, efficient and effective delivery of language, publication and conference services to the Organization.
• Oversee the planning, preparation and implementation of work plans and resource requirements for ADB/LP.
• Provide technical and managerial expertise in the design, development and implementation of specific action plans.
• Recommend and implement changes that enhance the Organization’s ability to provide superior customer service and support business requirements, in collaboration with ADB/LP Section Chiefs/Unit Supervisors.
• Ensure the work of the ADB/LP Sections/Units is compliant with the relevant ICAO policies, rules, regulations and guidelines; promote efficient management of human and financial resources, ensuring proper oversight and delivery of high quality services; foster good performance and teamwork; evaluate performance and monitor progress against desired objectives; mentor, coach, promote staff training, and create career growth opportunities; engender a strong client focus among staff.
• Oversee the recruitment of ADB/LP staff and the development of their skills and expertise, taking due account of geographical and gender balance and other institutional values, to build a motivated and performance-oriented workforce.

Function 3 (including expected results)
Leads the preparation of documentation, working papers and reports on language, publication and conference services, and provides expert advice and guidance on related matters, achieving results such as:
• Lead the preparation of working papers and reports to the Governing Bodies, as required, and implement decisions of the ICAO Assembly and the Council.
• Prepare working papers to regulatory bodies on language, publication and conference policy and practice, as well as on other related administrative and management subjects.
• Provide expert advice to the Director, ADB; formulate ICAO’s response and prepare related strategic papers on LP matters/operations, in compliance with the Administrative Instructions for the Implementation of the ICAO Policy on Publications.
• Provide expertise and advice to D/ADB to maintain compliance and promote efficiency within ADB/LP on all policy and operational matters pertaining to language, publication and conference activities.
• Provide advice to senior management and other Offices in the Secretariat, through the Publications Board, on matters related to language, publication and conference policy and practice, to maintain compliance and promote efficiencies.

Function 4 (including expected results)
Leads, supervises and manages the Operational Plan for Languages, Publications, and Multilingualism, including change management initiatives, achieving results such as:

• Lead the preparation of the ADB/LP Operational Plan, including ICAO-wide activities to promote multilingualism; supervise, monitor and report on its implementation to ensure the timely, efficient and effective delivery of a full range of client-oriented language, publication and conference services and activities to the Secretariat and Contracting States.
• Plan, develop and implement programmes, policies, guidelines and strategies, and establish priorities governing the administration and operation of ADB/LP services, in alignment with UN and industry best practice.
• Ensure consistent application of, and adherence to, administrative policies and procedures in the areas of languages, publications and conferences, including effective governance, oversight and compliance.
• Lead in the design and implementation of coherent work plans and offer substantive contribution to the Organization’s LPC Business Plan.
• Coordinate and oversee the preparation and implementation of the LP budget for the Organization.
• Implement decisions of the ICAO Assembly and the Council relevant to ADB/LP, including the coordination and implementation of the ICAO Multilingualism Strategy.
• Lead ADB/LP change management initiatives, conceptualizing, developing, coordinating and implementing innovative strategies and interventions.
• Leverage the use of appropriate and relevant technology to enhance and improve business results, implementation of best practices, enhanced client services, knowledge-sharing and skills transfer.
• Ensure continuous improvement of the quality of language, publication and conference services, through the development and implementation of quality assessment tools and methods, including the optimization of systems for workflow planning and management.
• Constantly assess the need for change and development in ADB/LP, making recommendations for, and managing the implementation of improvements, as appropriate.

Function 5 (including expected results)
Represents ICAO on designated LP-related Boards and Committees, and at conferences and international meetings; fosters partnerships with key stakeholders and advises on diverse languages, publications and conference issues, including the servicing of ICAO regulatory bodies, achieving results such as:

• Represent ICAO at international meetings such as the International Annual Meeting on Language Arrangements, Documentation and Publications (IAMLADP), CEB-AITC Classification Board and CEB-AIIC meetings and in any related United Nations System meetings.
• Represent the Organization at related international and UN system inter-agency meetings.
• Promote ICAO’s language, publication and conference strategies, practices and policies within the UN system.
• Develop and support effective relationships with leaders in the field of language, publication and conference services, to help foster the development and acceleration of innovative and technology-based language services solutions in the Organization.
• Establish, strengthen and maintain a high level of collaboration with key partners inside and outside ICAO, including within the United Nations common system, to ensure greater efficiency and cost-effectiveness of ADB/LP operations.
• Develop and strengthen technical collaboration, experience-sharing, and a systematic approach to language, publication and conference services with other UN agencies and intergovernmental organizations.

Function 6 (including expected results)
Manages allocated resources for the outsourcing of translation services and for temporary staffing (freelance) requirements, achieving results such as:

• Oversee the selection process for external service providers to execute freelance or other contractual assignments in language services, including outsourcing.
• Review and decide on recommendations made and contracts/direct purchase orders submitted by Section Chiefs/Unit Supervisors for the recruitment of freelance language staff or for other contractual arrangements, including outsourcing.
• Manage allocated resources to ensure their effective utilisation for external translation, outsourcing and temporary freelance staffing requirements.

Function 7 (including expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Sound knowledge of the policies, practices, rules and regulations related to languages and publications services in an international organization. Familiarity with/thorough knowledge of the working methods employed in the preparation of documents for international conferences and meetings. Thorough knowledge of publishing techniques, typographical rules and layout standards. Knowledge of strategic and business planning, developing strategic and operational plans, building cohesive teams, directing them in the achievement of identified goals within approved budgets, and agreed timelines. 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.

Accountability: Takes ownership for 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.

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.

Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Vision: Identifies strategic issues, opportunities and risks; clearly communicates links between the Organization’s strategy and the work unit’s goals; Generates and communicates broad and compelling organizational direction inspiring others to pursue that same direction; Conveys enthusiasm about future possibilities.

Building Trust: Provides an environment in which others can talk and act without fear of repercussion; manages in a deliberate and predictable way; operates with transparency; has no hidden agenda; places confidence in colleagues, staff members and clients; gives proper credit to others; follows through on agreed upon actions; treats sensitive or confidential information appropriately.

Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.

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 that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

Essential
An advanced-level university degree (Master’s Degree or academic equivalent) in linguistic studies, modern languages, management, administration, or in a related field.

Desirable
Successful completion of the United Nations Competitive Examination for Translators/precis-writers or Interpreters (English, French, Arabic, Chinese, Russian, Spanish).

Work Experience

A minimum of fifteen (15) years of progressively responsible experience in the planning, management, coordination and supervision of multilingual language and publication services in the public or private sector is required.

At least five years of senior-level managerial experience, with proven leadership ability to manage multilingual services at the international level is required.

Proven experience in the development and application of languages and publications policies and procedures implemented in an international organization is required.

Experience in strategic and business planning, in developing strategic and operational plans, in building cohesive teams and directing them towards the achievement of identified goals within approved budgets and agreed timelines is required.

Experience in leading change initiatives, promoting quality management, and fostering innovative reforms is required.

Experience with corporate performance management in the public or private sector is required.

Experience in the application of digital technologies in the area of languages and publications is required.

Experience with procedures and terminology of international organizations is required.

Experience in the area of languages and publications and conferences in the United Nations System is desirable.

Experience as a translator, interpreter or reviser, preferably of technical or legal texts of a difficult and complex nature, in a government, large-scale private organization, or an international organization is desirable.

Languages

Essential
• Fluent reading, writing and speaking abilities in English.
• Command of at least one of the other official languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

Desirable
• A working knowledge of one additional official language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Assessment

Evaluation of qualified candidates will include a competency-based interview and any other assessments deemed necessary.

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 the maximum period for which a staff member at the D-1 level can serve is eight (8) years. The initial appointment will be on a fixed-term non-career basis for a period of four (4) years (first year is probationary for an external candidate). A second fixed-term non-career appointment may be granted to the incumbent, subject to re-appointment procedures. The combined duration of the initial and second fixed-term contracts shall not exceed eight (8) years.

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.

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.

ICAO offers an attractive remuneration package, including a tax-free annual net base salary in US dollar (subject to mandatory deductions for pension contributions and health insurance), and a variable post adjustment* which reflects the cost of living in a particular duty station.

Annual Salary for this post: US $150,411 (which includes a Net Base Salary of US $103,660 + Post Adjustment of US $46,751).

ICAO also offers the following benefits, subject to conditions as defined in the Staff Rules:
• Dependency allowances
• Rental subsidy
• Settling-in grant, to assist in meeting initial extraordinary costs when arriving at or relocating to a new duty station
• Travel and relocation shipment, when moving to a new duty station
• Education grant for children in full-time attendance at an educational institution
• Home leave travel (normally once in every two years of qualifying service)
• 30 working days of vacation per year
• Pension fund entitlements under the UN Joint Staff Pension Fund
• International health insurance; optional life insurance
• Disability protection

ICAO encourages a positive workplace culture, and promotes inclusivity and diversity within its workforce.

(*Post Adjustment: The base salary is supplemented by a post adjustment which varies according to the cost of living in the duty station and the exchange rate of the United States dollar. The post adjustment, set by the United Nations as a percentage of the base salary, ensures that all staff members at the same salary level have a similar purchasing power in every duty station by compensating for the differences in cost of living while taking currency fluctuations into account.)

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.