Programme Assistant

5 days ago

กรงเทพมหานคร, Thailand United Nations Development Programme (UNDP) Full time

**Special Notice**:
The ICAO Assembly recently 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.**”

**ICAO Core Values: Integrity, Professionalism, Respect for Diversity.**

**THE ORGANIZATIONAL SETTING**

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate international organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States/Administration in their implementation activities.

The Programme Assistant formally reports to Regional Officer (AGA) who assigns tasks, decides on priorities and evaluates the performance of the incumbent. In addition, some specific instructions and directives will be provided to the incumbent on particular tasks or complex issues, which may sometimes be referred to the Deputy Regional Director for decision, where necessary. The incumbent also provides support to the Administrative Section in the maintenance of ICAO reference documents and publications and the sale of ICAO publications to local customers.

**MAJOR DUTIES AND RESPONSIBILITIES**

**Function 1 (incl. Expected results)**

**Assists Regional Officer (AGA) with the timely implementation of supporting activities relating to the ICAO Business Plan, Operating Plan and Regional Office Work Programme**, achieving results such as:

- Assist Regional Officer (AGA) with the compilation of inputs for inclusion into the Regional Office Operating plan, Work Programme and overall alignment with ICAO’s Business Plan.
- Support the Regional Officer in the timely implementation of activities included in the Regional Office Work Programme and Operating Plan and assist in tracking progress, including identifying any deviations to plans and assist with remedial actions, as appropriate.
- Coordinate upcoming offsite and onsite missions and assist with necessary administrative arrangements such as travel bookings, travels expense claims and travel security clearances of the Regional Officers.
- Ensure and assist with the timely submission of mission reports, circulating to the relevant offices and ensuring records are filed appropriately.

**Function 2 (incl. Expected results)**

**Assists the Regional Officers with the management of internal and external communications, including maintaining contact lists, drafting and proofreading various correspondence and documentation, publishing content on the official website, filing and record‐keeping**, achieving results such as:

- Update regularly the contact lists for the various projects and forums coordinated by the Regional Officers.
- File and archive all official records promptly and efficiently following established organizational record‐keeping practices, including travel authorizations and travel expense claims, meeting and mission reports, discussion papers and presentations and other meeting documentation, technical documents, State letters and other correspondence.
- Receive, review, distribute and control incoming correspondence; identify complex or sensitive correspondence warranting special treatment; initiate searches for reference and other information considered necessary; draft routine correspondence and prepare notes, as needed.
- Maintain information published on the official website to ensure it is up to date, fully functional and conforms with organizational standards for style, design and content management.
- Assist in the procedures for the amendment proposals to ICAO technical documents, ensuring the processing of proposals and their approval follows the established ICAO process.
- Assist with the production of regional guidance materials, manuals and documents, and technical studies and surveys.
- Properly file incoming and outgoing documents, including confidential correspondence in hard copy or electronic format and ensure they and readily available upon request.
- Exercise full compliance with directives from ICAOHQ on record management practices.

**Function 3 (incl. Expected results)**

**Assists the Regional Officer (AGA) with management of meetings, seminars, workshops and similar events in terms of logístical arrangements, technical material and follow‐up actions**, achieving results such as:

- Organize and coordinate appropriately within the Organization, logístical arrangements, such as the meeting venue and audio/visual equipment requirements, and security screening and registration process for participants.
- Create a website for the meeting and arrange for the meeting documentation to be uploaded on the ICA

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