Personal Associate to Icao Regional Director, Mid

4 days ago

مصر, Egypt United Nations Full time

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate 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 with implementation.

The position reports to the Regional Director who is the Head of the Regional Office and serves as the Representative of the Secretary General to States to which the Regional Office is accredited; plans and directs the work of the Regional Office; provides technical advice and assistance to States on the development and implementation of Regional Plans; and coordinates the delivery of ICAO programme activities within the Regional Office in collaboration with States, regional and sub-regional groups.

The incumbent provides support to the directorate including the Regional Director. Specific instructions and directives will be provided by the Regional Director on special tasks or complex issues.

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

Provides administrative and executive support to the Regional Director, achieving results such as:

- Documents and correspondence coming and out of the office of the Directors are properly reviewed, screened, logged and routed ensuring that necessary background documents are attached.
- Maintenance of effective follow-up system to track and locate the documents and correspondence.
- Maintenance of files whether in hard copy or electronic format for reference of the directorate on specific, policy as well as confidential issues.
- Prepare correspondence, documents and reports, etc., some of which are highly confidential, ensuring accuracy and conformity with ICAO procedures and standard format.
- Prepare non-substantive correspondence and ensure timely dispatch.
- Maintenance of up to date records of amendments to ICAO Annexes and technical documents stored at the office of RD for reference.
- Perform general duties such as receiving and screening incoming calls and answering queries in a discrete manner, informal translating of documents in the local language for information of RD.
- Control, supervise and keep log of pouch dispatch, incoming and outgoing.
- Proper Handling and updating of the Office Library.

Function 2 (incl. Expected results)

Coordinates and arranges meetings and appointments, achieving results such as:

- Schedule of meetings and appointments with the Regional Director are properly recorded and timely coordinated.
- Receive visitors to the Regional Director and accord them with appropriate treatment, prepare necessary documents for the meetings as required.
- Internal meetings with Technical Officers and staff are convened according to the regular schedule or as needs arise with proper notification and follow-up.
- Prepare summary/minutes of the meetings as required.

Function 3 (incl. Expected results)

Coordinates and supervises office support services of the Regional Office, achieving such results as:

- Office services of the Regional Office are well coordinated and monitored to ensure efficient services. Assignments of tasks among support staff are properly distributed and necessary adjustment made according to the workload as needed.
- Arrangement of support to officers in the absence of their assigned assistants.
- Initiate work procedures to improve support services, keep the assistants informed of the up to date related ICAO practices and procedures.
- Brief and train new staff and provide guidance to other staff on office procedures.

Function 4 (incl. Expected results)

Administers travels arrangement for the Regional Director, achieving such results as:

- Coordinate with relevant units, States/Administration, agencies on the programme of visit, develop and finalize programme of visit in consultation with supervisors.
- Make travel arrangements for RD in line with the established rules and procedures.
- Coordinate with the relevant sections in HQ and/or office staff to ensure proper arrangement of travel documents.
- Process mission travel authorization, mission travel request in accordance with the prescribed practice and procedures.
- Process travel claim in a timely manner.
- Assist supervisor in the preparation of mission travel reports and submission of the reports on schedule

Function 5 (incl. Expected results)

Prepares periodic report and briefing documents, achieving such results as:

- Coordinate with officers concerned requesting inputs for the Regional Office Annual Reports to Council and other periodic reports, according to the prescribed schedule.
- Compile, edit and finalize the reports for submission in a timely manner.
- Preparation of PowerPoint presentations for brie

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