Associate Programme Officer/Precis Writer
- Organisation: International Civil Aviation Organization
- Location: Montreal, QC, Canada
- Deadline: 11 December 2026
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. ”
Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.
ICAO Core Values: Integrity, Professionalism, Respect for Diversity.
THE ORGANIZATIONAL SETTING
The Air Navigation Bureau (ANB) in ICAO is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the ICAO Assembly. ANB provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. The Bureau also manages the ICAO Universal Safety Oversight Audit Programme (USOAP) that monitors all Member States on a continuous basis.
Reporting to the Chief of the Integrated Planning Unit (IPU) within ANB, the incumbent is primarily responsible for managing the planning, coordination and scheduling of the ANC sessional work programme, preparation of minutes of meetings of the ANC, and supporting the planning and coordinating of ANB involvement in the ICAO Assembly and related Safety and Air Navigation high-level meetings.
MAJOR DUTIES AND RESPONSIBILITIES
Function1 (incl. Expected results)
Provides support to the Chief, Integrated Planning Unit (C/IPU) in his/her capacity as the Assistant Secretary of the ANC, achieving results such as:
• Coordinate with ANB senior management, Bureaus/ Offices, and the Offices of the President of the Council and the Secretary General, to obtain, review and consolidate inputs, and contribute to the planning, coordination and scheduling of the sessional work programmes of the ANC;
• Plan, coordinate and schedule meetings of the ANC, consolidating input from the President of the ANC, ANC Chairpersons, ANB management and other Secretariat members;
• Plan, coordinate and schedule technical matters to be presented to the Council, the ICAO Assembly and other high-level meetings, consolidating input from the Offices of the President, the Secretary General, from President of the ANC, ANB management and other Secretariat members;
• Identify potential risks that may delay ANC consideration and Council adoption of Annex and PANS amendments and subsequent delivery of these amendments to States, and implement mitigating action;
• Identify potential risks to the timely availability of documentation for meetings of the ANC and the Council, and implement solutions to improve or develop streamlined procedures for monitoring progress in the development of such documentation;
• Monitor the preparation of working papers, studies, etc. for the ANC, the Council and the ICAO Assembly relating to safety and air navigation matters, and managing any administrative and procedural matters as they arise;
• Prepare Minutes of ANC meetings, on the basis of notes, verbatim transcripts and/or tapes;
• Prepare corrigenda to the Minutes, and supervise the preparation of the final version of the approved Minutes of the ANC with subject index and electronic publishing;
• Provide support in the planning and scheduling of the Laurel Award Committee meetings, including preparation of relevant documentation and arrangements for the Award presentations, coordinating as necessary with the President of the Air Navigation Commission and ANB management to ensure a successful award ceremony.
Function 2 (incl. Expected results)
Coordinates and supports ANB’s substantive contribution to the ICAO Assembly and ANB-related high-level Meetings (Category 2), under the guidance of the Chief, Integrated Planning Unit (C/IPU), achieving results such as:
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Manage the planning and coordination of ANB preparations for, and participation in, sessions of the ICAO Assembly and high-level meetings, including in relation to the agenda, documentation, scheduling, staffing, reports, and advice on procedural matters, by managing and prioritizing the work of IPU support staff in coordination with C/IPU;
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Identify potential risks to the timely availability of the ICAO Assembly and high-level meetings documentation in accordance with relevant rules, and recommend mitigating actions to C/IPU, senior management and others as necessary;
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Recommend procedures to streamline the development and monitoring of documentation related to the ICAO Assembly and high-level meetings;
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Collaborate effectively with the Offices of the President, the Secretary General, senior ICAO management, and chairpersons of the ICAO Assembly and high-level meetings, to ensure the efficient conduct of relevant ICAO meetings.
Function 3 (incl. Expected results)
Analyses procedural requirements and contributes to the development, coordination and implementation of Bureau-wide projects within ANB, under the guidance of Chief, Integrated Planning Unit (C/IPU), achieving results such as:
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Monitor and assess emerging issues that impact procedures and processes and coordinate as needed the amendment of general administrative and procedural instructions and ANB Secretariat Instructions (ANSI);
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Communicate procedural changes with ANB staff and others, including Office of the President, Office of the Secretary General, and President of the ANC;
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Evaluate the internal administrative and procedural workflows of the ANB and develop improvements with a view to increasing overall efficiency.
Function 4 (incl. Expected results)
Analyses and reviews proposals related to the planning and coordinating of ANB input to the programme of ICAO Meetings, achieving results such as:
• Coordinate information from ANB management and ANC members on matters related to ICAO Meetings in Category 1 (ICAO Assembly Sessions and Diplomatic Conferences), Category 2 (Divisional Meetings, Regional Air Navigation Meetings, and Conferences), Category 3 (Panels, Committees and Groups) and Category 4 (Seminars and Symposia);
• Analyse expected deliverables from meetings to plan for Annex and PANS amendment proposals and their consideration by the ANC;
• Participate in the planning and scheduling of ICAO Meetings in Categories 1 to 4, described above, in coordination with the appropriate ANB focal point;
• Establish timelines for meeting preparations and identify potential risks to the successful achievement of those timelines through the use of project management tools.
Function 5 (incl. Expected results)
Coordinates, reviews and consolidates ANB inputs to the Annual Report of the Council and other documents, including the sessional work programmes of the Council, sessional reports on Council Decisions for Action (CDFAs), under the guidance of the Chief, Integrated Planning Unit (C/IPU), achieving results such as:
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Collect technical input from ANB Sections for the Annual Report and other documents and assess its suitability for inclusion in the Annual Report and other documents;
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Edit and rewrite technical input for the Annual Report and other documents for clarity, as appropriate for each, write and edit technical input from ANB to the Annual Report of the Council, which provides States and others concerned with an overview of ICAO’s work during the year under review; and
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Draft and/or edit text for other documents such as State letters, electronic bulletins, Council working papers, ANC working papers and speeches.
Function 6 (incl. Expected results)
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Education
Essential
An advanced-level university degree (Master’s degree or academic equivalent) in business administration, management, or related field, is required. A first-level university degree in combination with two additional years of qualifying experience in business administration, management, or related field, may be acceptable in lieu of the advanced university degree.
Professional experience
Essential
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A minimum of two (2) years’ experience in supporting programme requirements and practices related to international civil aviation, preferably in the safety and/or air navigation area, including project management and administration.
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Experience in technical writing and editing of complex technical documents.
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Experience in planning and coordinating documentation in multiple languages for high-level technical conferences.
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Experience in servicing international meetings, seminars, symposia or projects, and in preparing working documentation, including technical reports, studies and publications, for such events/activities.
Desirable
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Experience in supervising and coordinating the work of staff, when necessary.
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Experience in supporting the substantive work of the ICAO Assembly and ICAO governing bodies, such as Council or the ANC.
Languages
Essential
• Fluent reading, writing and speaking abilities in English .
Desirable
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) .
COMPETENCIES