Job Opening

Posting Title: Administrative Assistant, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 01 March 2021 - 15 March 2021
Job Opening Number: 21-Administration-ICAO-151027-R-Montreal (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Bureau of Administration and Services (ADB) plays a lead role in the efficient and effective administrative management of the Organization by ensuring the provision of high-quality physical and human resources, applying the highest standards of work ethics and conduct, and using results-based management skills and tools to support the Organization in implementing its Strategic Objectives in order to serve all stakeholder of the world aviation community. ADB is responsible for the coordination and administration of the following administrative and management services: human resources management (HRM); information management, information security, web management and ICT services; building management and conference services; document and record management; language and publications services; secretariat services for the ICAO Assembly and Council; revenue-generating activities; and travel services.
The incumbent supports the effective delivery of administration support services for the Office of the Director ADB, in close consultation with the Senior Administrative Associate, with whom s/he reports directly and regularly consults on administrative/operational matters, and under the general supervision of the Programme Management Officer and the Director of ADB, who provide overall guidance on specific tasks in the Office of the Director ADB.

Responsibilities

Function 1 (incl. Expected results)
Provides administrative support to the Director, ADB (D/ADB), and the Office of the Director, achieving results such as:
•Manage incoming phone calls for the Director and the front-office, screening and prioritizing requests for the Director’s attention and redirecting requests to the appropriate sections within the Bureau/Organization, when applicable.
•Manage the Director’s appointment and meeting calendar, screening and prioritizing requests for meetings from parties throughout the Organization as well as officials outside of ICAO.
•Coordinate and schedule official and personal social functions attended by the Director.
•Responsible for the reception of visitors from all levels, including representatives of National Delegations, Officials of Member States, ICAO staff members, and external stakeholders, according them the expected level of protocol.
•Coordinate and schedule weekly ADB Management meetings and draft summary/minutes of meetings, as required by the Director.
•Liaise with the Offices of the Secretary General and the President, Council, Delegations, as well as external parties on routine office management issues.
•Draft correspondence, which are often confidential and sensitive in nature, ensuring accuracy and conformity to the highest organizational standards. ).
•Initiate and carry out timely categorization of all documentation and reference material requested by the Director for various meetings, including the ICAO Governing Bodies, such as the Assembly, Council, Human Resources Committee, and Finance Committee, Senior Management Group (SMG) and UN Inter-Agency meetings.
•Coordinate in a timely manner and with the appropriate entities, all aspects of D/ADB’s travel plans, such as itineraries, accommodation reservations, visa requests, transportation arrangements, security clearances, speech requirements, briefing material, travel authorizations and travel expense claims. Monitor leave for Office of D/ADB staff, maintain attendance records and prepare monthly attendance returns and keep Office of the Secretary General apprised of upcoming absences of the Director through the SMG SharePoint site.

Function 2 (incl. Expected results)
Manages all incoming and outgoing correspondence of the Office of the Director, ADB, achieving results such as:
•Efficient management of the ADB email inbox; including prioritization of requests, taking action where applicable, distribution of electronic communication and appropriate follow-up in coordination with team members in the Office, thereby minimizing the involvement of the Director in administrative matters.
•Review incoming files, documents and requests for submission to the Director, reviewing for accuracy, style, content appropriateness, correctness, completeness as well as consistency with ICAO rules and procedures. This task often requires substantial research for background documentation and for previous actions on specific matters.
• Maintain and control front office Mail Log of all incoming and outgoing mail and files, identify urgent files and carry out regular follow-up on outstanding items.
•Immediate identification of complex or sensitive correspondence for immediate attention.
•Transmit, deliver and pick-up files from/to other Bureaus/Offices/Sections; print, photocopy and scan documentation.
•Establish, organize and maintain a systematic electronic library of files for the front-office.
•Monitor, prioritize and carry out appropriate follow-up actions on routine correspondence, escalating complex files as necessary.
•Maintain and monitor a daily/weekly Bureau task list report of pending priority actions for submission to the Director.
•Provide guidance to administrative staff in ADB on administrative procedures, in particular, related to correspondence and presentation of files.
•Carry out substantial research for background documentation relating to correspondence and for previous actions on specific matters, as required.

Function 3 (incl. Expected results)
Contributes to the management, assignment and monitoring of tasks as well as to ensuring their timely completion in coordination with Sections of ADB, achieving results such as:
•Identify, plan and issue tasks addressed to D/ADB, for completion and collaboration by Section Chiefs through the efficient utilization of a SharePoint task management tool.
•Support Section Chiefs in finalizing input and in accessing relevant documents through the ADB online SharePoint library.
•Monitor the progress of tasks and maintain efficient tracking of urgent and outstanding tasks by closely liaising with Section Chiefs, flagging delays and escalating issues.
•Assemble input from Section Chiefs of assigned tasks and assist in the presentation of submissions for review and approval by the Director.

Function 4 (incl. Expected results)
Acts as the front-office, ADB focal point for the Electronic Document Records Management System (EDRMS), achieving results such as:

•Classify and file all office correspondence and ensure compliance with filing process detailed in the Information Management (RMS) Guide for the Office.
•Coordinate improvements to the electronic filing system, suggesting changes to taxonomy, as required, with the Records Management System Unit.
•Provide information and guidance to support administrative staff on electronic filing procedures within the Office and the Bureau.

Function 5 (incl. Expected results)
Performs other related duties, as assigned, including:

•Submit job requisitions through EDEN and Hummingbird systems.
•Facilitate prompt and efficient IT support to the front-office staff by liaising, clarifying and coordinating with Service Desk in ETS.
•Maintain stock of forms, stationery and supplies for the Office of the Director.
•Provide sound advice and guidance to Professional and General Service staff on administrative procedures and operational matters of the Bureau, ensuring adherence to the rules and regulations set out by the Organization.
•Provide operational backup for Senior Administrative Associate during absence.

Competencies

Professionalism: A good understanding of the international work environment and experience dealing with sensitive and confidential matters with diplomacy and tact. Ability to work under pressure and to cope with the demands of a dynamic environment. Sound judgement, thoroughness, accuracy, attention to detail and flexibility. Initiative, and a proactive approach to tasks. Strong office management/coordination skills. Advanced skills in office automation equipment and MS Office applications. Strong communication 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.

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.

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.

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.

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.

Education

Completion of Secondary Education is required. Completion of office automation and/or office administration courses is desirable.

Work Experience

Essential:
At least five years of experience in administrative services, preferably in the field of management and administration is required.
Experience working in a multi-national and multi-cultural environment; and dealing with with sensitive and confidential matters required.
Desirable:
Experience in administrative practices, protocols and procedures of the UN or large multinational organizations is desirable.
Experience in dealing with high-level officials, government representatives or senior executives from Member States is desirable.

Languages

Essential
Fluent reading, writing and speaking abilities in English and a working knowledge of French.

Desirable
A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish).

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Please note that this is a locally-recruited ICAO post, based in Montréal, that is restricted to Canadian Citizens, Permanent Residents of Canada or holders of a valid work permit for Canada.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (3) 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. 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: G-5
Net Base Salary per annum: CAD 38,922

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.

No Fee

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.

Sorry, this job opening is no longer available.
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