Tuesday, May 5, 2015

Records Coordinator, G-5. ICAO, Montreal. Open until 7 May 2015

 Post Title: Records Coordinator Vacancy Notice: 2015/17/G 105603
Level: G-5 Posting Period: 24 April – 7 May 2015
Duty Station: Montréal Date for entry on duty: After 7 May 2015


The Records Management System (RMS) Unit is subordinate to the Documentation Planning and Management (DPM) Section, part of Languages and Publications (LP) within the Bureau of Administration and Services in (ADB) in ICAO.

The Unit is responsible for the provision of electronic Records Management (RM) services and Archives for Bureaus at Headquarters and of RM services to Regional Offices. Unit is also responsible for the distribution of State letters and Electronic Bulletins to States and International Organizations. The RMS Supervisor (S/RMS) reports directly to Chief, DPM (C/DPM) and supervises a State letter Coordinator, a Records Coordinator, a Registry Clerk and an Archives Clerk.

The incumbent of the position reports directly to S/RMS. S/he records ICAO official correspondence into the Records Management System. She monitors issues with classification and processing of official correspondence through the RMS and the Central Registry Information System (REGIS), taking corrective action and/or reporting to S/RMS. S/he coordinates Archives operations with all Bureaus and the Archives Clerk. She also assists RMS Focal Points on matters of records classification and researches user record queries.


Function 1 (incl. Expected results)

Records official correspondence,
achieving results such as:

Classify and file official email and e-fax correspondence according to the ICAO File Guide into the RMS.

Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.

Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.

Identify official paper correspondence as vital records, classify and submit them to REGIS for the Legal Affairs and External Relations Bureau (LEB) and the Office of the Secretary General (OSG).

Request and file translated versions of non-English correspondence into the RMS.

Open new volumes of paper files containing vital records.

Function 2 (incl. Expected results)

Monitors issues with records classification and processing,
achieving results such as:

Identify errors on record classification and minutes.

Register and process corrective actions to ensure consistency and accuracy of records.

Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.

Assist the S/RMS on training/coaching of RMS staff.

Function 3 (incl. Expected results)

Coordinates Archives operations
, achieving results such as:

Assist with the periodic review of registry records according to the retention schedule.

Coordinate and process transfers of official inactive paper files, provide operation plans.

Close paper registry files and ensure their integrity.


Update REGIS in accordance with transfer of paper files.

Manage storage space of archival registry files.

Function 4 (incl. Expected results)

Assists RMS Focal Points and users of records and archives,
achieving results such as:

Advise HQ RMS Focal Points and users on the procedures for records management.

Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.

Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.

Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.

Function 5 (incl. Expected results)

Reviews RMS operational lists,
achieving results such as:

Update and maintain accurate and complete operational lists.

Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.

Monitor change requests for RMS operational lists.

Function 6

Perform other related duties, as assigned.


Educational background

Completion of secondary school is required.

Professional experience and knowledge


A minimum of five years’ related work experience.

• Experience with digital capture of documents and record classification.

• Experience on following and applying organization policies, guidelines and procedures.


Experience within the United Nations system or in an international organization, in Records Management and Archives.

• Knowledge of ICAO structure, documentation and records management.

• Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word.

Language skills


Fluent reading, writing and speaking abilities in English.


Knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).


1. Accountability: The willingness and ability to accept responsibility for oneself and one’s subordinates; taking ownership for actions and outcomes.

2. Communication: The ability to convey oral communication clearly and concisely; listening to understand, and asking questions to verify understanding.

3. Client orientation: Ability to provide excellent service to internal and external customers, identifying and responding to their current and future needs.

4. Planning and Organizing: The ability to identify priority activities and assignments in a fast pace environment, allocate appropriate amount of time and resources for completing work.

5. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise.


It should be noted that this post is to be filled on a temporary basis for a period of six months.

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: Level Net Base Salary per annum
G-5 CAD 36,464

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