WillowRun,
Having worked very closely with ICAO in a previous life, I very much admire the work that it does. You have described the relevant parts of, and the limitations of, the process admirably.
The problem is that signatory states do not always do what they have signed up to. And where conflict zones are involved they sometimes do not wish to reveal what is really happening, and even go so far as to deliberately conceal the information. How then is ICAO, IATA, IFALPA able to act? It still remains the responsibility of the airline to do its best, by whatever means it can, to monitor the situation itself.
Not easy!