In response to the increasing technical requirements for in-person, virtual and hybrid meetings scheduled involving preparation and operations outside working hours, including nights, weekends and holidays, ADB/LPC/ICS/COS is reinforcing its registration team.

This position is for ongoing functions, to be filled for an initial period of 12 months with a possibility of a 12-month extension without break-in-service. The incumbent will coordinate onsite registration operations, managing the staffing of registration operators, composed of volunteers, secondees, intern and temporary staff. The incumbent will mostly work onsite on a flexible schedule, depending on conference operation requirements, including evenings and weekends.

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by 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.

Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). Based on the principle of simultaneous distribution, it ensures the issuance of documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards.

The Interpretation and Conference Services (ICS) Section in LPC is responsible for interpretation and conference services. The Section is responsible for managing all logistical aspects related to the organization of meetings and conferences, including the provision of interpretation services and the management of activities at the ICAO Conference Centre.

Within ICS, the Conference Services (COS) Unit of ICAO is committed to client satisfaction, fulfillment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable venue and event management services. We are committed to fulfill legal and standardization requirements to protect the environment, eliminate occupational health and safety hazards and risks for the prevention of work-related injury and ill health. By consulting with and encouraging the participation of our staff, the continuous improvement of the Quality, Environment, Occupational Health and Safety (QEHS) Management System is ensured. VEM conforms to the requirements of International Standards ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 20109:2016 and ISO 2609:2016.

Acts as Registration Coordinator, under the general guidance of the Supervisor, Projects, Systems and Registration (PSR) team, achieving results such as: 

• Set up of the event registration system; and coordinate practical arrangements, including planning and staffing for the registration desk operations.
• Supervise the registration team during desk hours; provide support and guidance to users, ensuring cost efficiency.
• Smooth functioning of the registration system during conferences and meetings, timely reaction and appropriate troubleshooting to system failures and other problems.
• Maintain the online registration system, the registration database, review profiles and picture compliance.
• Greet and guide delegates and meeting participants and take care of any issue arising, with tact and diplomacy.
• Issue participant lists, reports and lessons learned.
• Propose amendments and enhancements to the registration procedure and tools.
• Coordinate the ongoing development of additional Microsoft Dynamics CRM modules and propose functional improvements.
• Conduct market research to keep abreast of technical solutions for registration, ticketing, and credential management.

Acts as project manager for projects assigned by the PSR Supervisor or Head of COS.

• Lead the implementation project for the implementation of software and hardware solutions, procurement market research, installation and maintenance. It will include full project, maintenance, technical support, user support, and user documentation.
• Perform set up and maintenance.

Performs other related duties as assigned.

A Diploma of College Studies (DEC) or equivalent is required. Additional training or certification in project management is desirable.

A university degree is a definite advantage.

• At least five years of in project management, events coordination, team management.
• Advanced skills in office automation equipment and MS Office applications (Excel, Approvals workflow, etc.).
• Effective communication, collaboration, and teamwork skills.
• Understanding of the international environment and dealing with sensitive and confidential matters with diplomacy and tact.
• Sound judgment, thoroughness, accuracy, attention to detail and flexibility.
• Initiative and proactive approach to tasks.
• Effective communication and presentation skills, including demonstrated technical writing abilities.
• Strong client orientation and focus on their needs.

Essential

Fluent reading, writing, and speaking abilities in English.

Desirable

Working knowledge of French is an asset.  Knowledge of any of the following languages of the Organization (Arabic, Chinese, Russian, Spanish).

1. Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject; 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
2. Client orientation: The willingness and ability to see things from the clients’ perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
3. Planning and organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
4. Technological awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology and actively seek to apply and learn about new technology.
5. Teamwork: The ability to work cooperatively or collaboratively with colleagues in work groups and as part of teams to achieve agreed goals. Initiative, discretion and the ability to maintain harmonious working relationships.

It should be noted that this consultancy is to be filled as an ongoing contract for a period of twelve (12) months, with the possibility of extension, based on autonomy and performance. The incumbents will be expected to work on a flexible schedule, depending on conference operation requirements, including evenings and weekends.

Please note that the daily rate for this role starts at CAD $248 (Band B).

Interested candidates must complete an on-line application form. To apply, please visit ICAO’s e-Recruitment website at: https://careers.icao.int.

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements