Thursday, March 10, 2016

Records Coordinator, G-5. ICAO, Montreal. Open until 15 March 2016

POSITION INFORMATION Post Title: Records Coordinator Vacancy Notice: 2016/08/G 105603
Level: G-5 Posting Period: 2 – 15 March 2016
Duty Station: Montréal Date for entry on duty: After 15 March 2016


Languages and Publications (LP) provides interpretation, translation and editorial services in the six ICAO working languages (Arabic, Chinese, English, French, and Spanish) Based on the principle of simultaneous distribution, it ensures the issuance of documentation to Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from Headquarters.

The Documentation Planning and Management Section (DPM) comprises: Documents Management and Outsourcing Unit (DMO), and the Records Management Systems Unit (RMS). RMS is responsible for the provision of electronic records management services and archives for Bureaus at Headquarters and to Regional Offices, as well as the for the distribution of State letters and electronic bulletins to States and international organizations.

The incumbent of the position reports directly to the Supervisor, Records Management Systems Unit (S/RMS), with whom s/he consults on complex cases.


Function 1 (incl. Expected results)

Coordinates the recording of official correspondence, achieving results such as:

 Classify and file official email and e-fax correspondence according to the ICAO File Guide into the Records Management System (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 Central Registry File Guide (REGIS) for Legal Affairs and External Relations Bureau (LEB) and 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 RMS Supervisor on training/coaching of RMS staff.

Function 3 (incl. Expected results)

Assists archives operations, achieving results such as:

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

 Process transfers of official inactive paper files.


 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

Performs other related duties, as assigned.



Secondary education.


A diploma of college studies (DEC), or equivalent, in a related field or recognized qualifications in records management and information management.

Professional experience


A minimum of five years’ experience.

 Experience with digital capture of documents and record classification.

 Experience in following and applying organization policies, guidelines and procedures.


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



Fluent reading, writing and speaking abilities in English.


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

Professionalism: Sound knowledge of ICAO structure, documentation and records management highly desirable. Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).

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. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

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 36,973

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