Org. Setting and Reporting
Under the Bureau of Administration and Services, the Office of Languages and Publications (LP) provides interpretation, translation, and editorial 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 Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from Headquarters.
Within Languages and Publications, the English Translation and Editorial Section is responsible for translations into English as well as the editing, copy preparation, application of approved editorial standards, layout, formatting, graphics design, typography and proofreading required primarily for the production of regulatory, revenue-generating and other publications, in a wide variety of formats and media. The timely production of ICAO publications in accordance with high quality standards is essential for the implementation of ICAO Standards and Recommended Practices (SARPs) by Member States and in support of the on-going work of the Organization.
The incumbent supports the development and execution of an organization-wide publishing strategy for “value-added” (i.e. commercial) publications. The incumbent is also responsible for the creation and issuance of ICAO periodicals. The position is located in LP and the incumbent works in close synergy with the Revenue and Product Management Section (RPM), the organizational entity responsible for revenue-generating activities, ICAO technical bureaus and other internal and external stakeholders.
The incumbent reports directly to the Chief of the English Translation and Editorial Section. Under delegated authority, s/he supervises the work and the staff of the “commercial” publications stream. Supervisory duties include technical oversight, training and coaching, performance evaluation, distribution of tasks, and decisions on priorities. Working in a cross-sectional team environment, the incumbent must have strong business relations skills, solid communication abilities and experience working in a complex matrix organization.
Function 1 (incl. Expected results)
Collaborate on the development and implement an overall commercial publications publishing strategy, achieving results such as:
•Develop relationships across the organization and with subject matter experts for managing publications content.
•Produce high-quality commercial publications that are appropriate for the intended audience.
•Research key ICAO publications and build knowledge for potential commercial content.
•Collaborate with RPM Project Manager and Business Analysts to develop proposals and business cases for new commercial publications.
•Work and liaise with internal teams and subject matter experts to obtain an in-depth understanding of the product and documentation requirements in the search for, and production of, commercial content.
•Define the content, format, and shelf-life of commercial products; ensure their coherence and consistency.
•Analyse existing and potential content, focusing on reuse and single-sourcing opportunities.
Function 2 (incl. Expected results)
Manages the technical writing of new commercial publications and ensures the quality thereof, achieving results such as:
•Create and enforce editorial policies and quality controls for all commercial publications and content under his/her responsibility to ensure high quality standards and compliance with ICAO mandates and publication guidelines.
•Verify information before publishing written and visual content, to prevent copyright infringements, errors, or reputational risk.
•Proactively address quality management concerns/issues and manage reader complaints, taking responsibility for issues that may arise after publication.
•Determine the clearest and most logical way to present information for greatest reader comprehension.
•Write and edit technical information accordingly.
•Determine the selection of graphics and illustrations to elaborate on or complement technical writing.
•Liaise and collaborate with translators as necessary for the production of corresponding language versions.
Function 3 (incl. Expected results)
Supervises and manages the work and staff of the commercial publications stream, achieving results such as:
•Delegate assignments, evaluate performance and facilitate administrative processes and procedures.
•Oversee, plan and organize assigned team and resources to ensure timely and effective service delivery.
•Coordinate relevant work activities/relationships with Sections, Bureaus and other internal and external stakeholders.
•Monitor the project/activities workflow and set expectations for effective record-keeping by the staff.
•Provide general guidance and specific instructions, as necessary, to resolve editorial problems and ensure that documents are edited in accordance with established policy and practice.
•Monitor overall quality of the work to ensure accuracy and promptness in the creation of commercial publications.
•Ensure seamless collaboration with internal and external stakeholders.
•Coordinate LP’s contribution to the digital asset management imagery library.
Function 4 (incl. Expected results)
Collaborates in the production of non-commercial ICAO publications and ensures the quality thereof, achieving results such as:
•Edit various types of ICAO documents in English.
•Liaise and collaborate with internal and external subject matter experts as necessary to ensure that content is captured and conveyed accurately.
•Perform more extensive editing as required, including rewriting, abridging and restructuring texts for greater readability and better logical sequence.
•Reformulate or delete statements likely to have adverse consequences for the Organization, in discussion with the author or supervisor.
•Verify accuracy of facts, references, dates, acronyms, symbols, calculations, units of measurement, quotations and citations, through research, reference sources and consultation.
•Ensure that tables, charts, maps and illustrations are properly and clearly presented and have the necessary headings, captions and notes.
•Consult and collaborate with colleagues, as necessary, to resolve problems and to share technical expertise and knowledge.
•Provide quality control by ensuring editorial standards are met in the preparation of English-language publications.
•Liaise and collaborate with translators as necessary for the production of corresponding language versions.
Function 5 (incl. Expected results)
Performs other related duties as assigned.
Professionalism: Excellent writing and editing skills in English; ability to write and edit complex scientific and technical texts. Demonstrated knowledge of scientific/technical writing, editing and publishing and of using digital publishing systems and techniques; proven ability to develop innovative publishing products targeting specific clients/audiences; ability to advise on information challenges and their potential impact, to develop information strategies, and to manage the implementation of related activities. In-depth knowledge of publishing processes and the management requirements to meet publishing deliverables, including the ability to collaborate across multidisciplinary teams. Strong interviewing and listening skills. 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; tailor’s 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& 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.
Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
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.
Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands.
A Masters level university degree, preferably with professional training in technical writing, English language and literature, communication or journalism, management, or a related area, is required.
•A minimum of ten (10) years of relevant experience in technical writing, language professions, editing and publishing, with experience in a technical or scientific organization is essential
•Supervisory experience leading a diverse team of technical writers, editors, language specialists, and subject matter experts is essential
•Experience with publication platforms, on-line publishing and digital content development in a multilingual environment is desired
•A proven track record in the successful implementation of digital publishing, publications editing and content development is desired
•Experience with structured publication standards is desired
•Experience in a technical or scientific organization dealing with issues related to civil aviation is desired
Fluent reading, writing and speaking abilities in English.
A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, Spanish).
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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 P-4
Net Base Salary per annum + Post Adjustment (net) per annum(*)
USD $74,913 USD 32,887
(*) Post Adjustment is subject to change.
United Nations Considerations
In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.
Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.
ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.