Consultant Administrative Associate for Capacity building and development in AVSEC 2026

The Organizational Setting

The Implementation Support and Development Section (Security), (ISD-SEC), within Aviation Security and Facilitation (ASF), in the Air Transport Bureau (ATB) is responsible for providing technical support to ICAO Member States in their endeavours to implement Annex 17 — Aviation Security and Annex 9 — Facilitation, Standards and Recommended Practices (SARPs), and corrective action plans for the rectification of deficiencies primarily identified by the ICAO Universal Security Audit Programme audits, in order to assist them in meeting their aviation security obligations. The Section fosters partnerships and other collaborative agreements among States, industry, international financial institutions and other stakeholders in coordinating security assistance projects. 

In collaboration with the Global Aviation Training Office (GAT), ISD-SEC is responsible for the technical development, validation and maintenance of Aviation Security Training Packages (ASTPs) to be consistent with the ICAO Civil Aviation Training Policy, as well as the implementation of the ICAO aviation security training programme, coordination of the worldwide network of ICAO Aviation Security Training Centres (ASTCs), development and maintenance of aviation security related workshops, and training related guidance material on Aviation Security for use by States, airports and airlines.

The incumbent reports directly to the Chief, ISD-SEC (C/ISD-SEC).

Major duties and Responsibilities Function 1 (incl. Expected results)

Provides high-level administrative support to C/ISD-SEC, achieving results such as:

• Assemble relevant documentation and PPTs for C/ISD-SEC, as necessary, for meetings of the Administrative and Subsidiary Bodies of ICAO.
• Receive, review, distribute and monitor correspondence and documents, and identify complex or sensitive correspondence. 
• Sort and circulate incoming correspondence and files, both in hard copy and electronic copy. Refer incoming files to C/ISD-SEC and/or concerned Officers in the Section and follow up on matters requiring urgent attention. 
• Respond to general routine queries and correspondence on the work of ISD-SEC and maintain the ISD inbox, respond to and reroute or flag messages to Section staff and keep track of outstanding queries.
• Open, rearrange, close, transfer, re-route and maintain Central Registry files relating to ISD-SEC.
• Maintain ISD-SEC public website page.

Function 2 (incl. Expected results)

Provides administrative support for the Aviation Security (AVSEC) Assistance and Training activities of the Section, achieving results

such as:

• Update travel planning and track approval processes for all training and assistance activities. 

• Maintain the various databases of ISD-SEC activities, such as AVSEC training end-of-course reports and AVSEC assistance missions 

  Reports, the roster of short-term experts, annual statistics of participants and feedback questionnaires for quality assurance.

• Draft and issue ISD-SEC annual newsletter to ICAO certified instructors (short-term experts).
• Data-entry for integrating short-term experts and ISD yearly activity schedule into ICAO USAP-CMA Online Framework
• Assist G5 in liaising with Documents Management and Outsourcing (DMO) Section and the Language and Publications Branch (LPB) to ensure the timely translation, production and distribution of documentation originated by ISD-SEC. 
• Assist the team in the organization of ISD-SEC-related events, such as training events, assistance activities and AVSEC Panel Working Group on Training meetings, ensuring arrangements are made in a timely fashion and all deadlines are met. 

• Preserve version control of final training material documentation and keep track of which version is distributed on a given 

  training.

• Prepare and dispatch prepaid orders for Aviation Security Training Packages (ASTPs) in coordination with the Customer Services

  Unit (CSU) and External Distribution Unit (EDU). Maintain a database of ASTP sales.

• Prepare and follow-up on release letters for the engagement of short-term AVSEC experts for AVSEC training activities and AVSEC 

  assistance projects. 

• Arrange for the printing, distribution and shipping of materials for AVSEC assistance activities. 
• Maintain ISD-SEC Administrative Standard Operating Procedure
• Assist new staff in his/her onboarding process by transferring knowledge. 

Function 3 (incl. Expected results)

Performs other related duties as assigned.

Result of Service

The transition from current to future consultant is coordinated to ensure seamless delivery of ISD-SEC assistance and training operation in accordance with the contracts in place. 

QUALIFICATIONS AND EXPERIENCE Education

Essential

A first-level university degree (or academic equivalent) is required.

 

Desirable 

An advanced university degree (Master’s degree or academic equivalent) in aviation, law, finance, economics, engineering or project management disciplines is preferred. 

Professional experience and knowledge

Essential

• At least four years of administrative experience.
• Full computer literacy and working with office equipment and contemporary software.
• Experience in preparing correspondence, reviewing reports and presentations is required. 
• Excellent multitasking skills.
• Ability to work creatively and independently. 
• Interpersonal skills that create openness and trust among colleagues and external parties

 

Desirable 

• Experience in maintaining filing systems.
• Experience in using SharePoint applications is desirable.
• Work experience in ICAO, and/or international organizations.

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, or Spanish)

Conditions of Employment

It should be noted that this consultancy is to be filled for a period of five (5) months, with the possibility of extension.

Please note that the daily rate for Band A varies from CAD$ 186 to CAD$ 248.

How to apply

Interested candidates must complete an online application form. To apply, please visit ICAO's e-Recruitment website at: ICAO Career Website

Notice to Candidates

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