Administrative Assistant

Org. Setting and Reporting

The Global Aviation Training (GAT) Section in the Technical Cooperation Bureau (TCB) is responsible for the planning, management and coordination of all ICAO aviation training activities ensuring the efficient, effective and harmonized implementation of the ICAO Training Policy and response to training needs of Member States, international and regional organizations, aviation industry and other partners. GAT is the ICAO focal point of contact for all training and associated activities.

Under the overall guidance and management of the Chief, GAT Section, the incumbent reports to the Associate Administrative Officer, who is responsible for assigning tasks, deciding on priorities and providing instructions on special tasks. The incumbent also works closely with other officers from GAT Section with whom s/he consults and adjusts day-to-day priorities.

Responsibilities

Function 1 (incl. Expected results)
Provides administrative support in the preparation of consultancy contracts and payments, achieving results such as:

¿ Assist in the preparation of contract documents with managers within GAT Section.
¿ Prepare and enter requests related to consultancy vacancy notices, contracts and staff renewals in e-recruiter.
¿ Provide support in the coordination of timesheets for consultants.
¿ Maintain workflows and prioritize Agresso tasks to ensure timely payments to suppliers.
¿ Enter requisitions in Agresso and track progress as necessary.
¿ Ensure correct implementation of procurement-related practices and procedures in compliance with ICAO rules and requirements.
¿ Review suppliers’ invoices against purchase orders, prepare payment instructions and approve for payment.
¿ Investigate, follow-up and resolve payment inquiries in collaboration with GAT Section staff, and staff in TCB, regions and Finance.
¿ Coordinate computer access, building access, office hardware and software for consultants and temporary staff.
¿ Respond to various related queries and give advice on associated processes.

Function 2 (incl. Expected results)
Provides technical and administrative support for the planning and scheduling of missions related to GAT training activities, achieving results such as:

¿ Coordinate with GAT team members (staff, consultants, assessment team, instructors, etc.), Travel Unit and Finance Branch (Travel Claims and Accounts Payable Sections) for the preparation of itineraries, travel authorizations, and obtaining Daily Subsistence Allowance (DSA) advances for all GAT missions.
¿ Follow up with GAT and TCB staff to resolve related issues and to communicate potential delays.
¿ Ensure the necessary Security Clearances and authorizations are obtained for each mission in collaboration with other sections and ICAO regions as needed.
¿ Assist team members conducting GAT missions in obtaining entry visas, and validate travel expense claim forms submitted by team members after the mission.

Function 3 (incl. Expected results)
Prepares GAT documentation and certificates required for training courses/seminars/workshops, achieving results such as:

¿ Prepare training documentation and certificates accurately and ensure timely and professional dispatch.
¿ Liaise and coordinate with Documents Management and Outsourcing Unit, Editorial Unit and external translation services to ensure accurate and timely production of correspondence and training material for seminars/workshops/meetings.
¿ Ensure official communication and correspondence comply with relevant ICAO standards and protocols.
¿ Inform Training Implementation Associates and GAT Professionals of technical problems and contribute to the resolution of such issues.
¿ Process TRAINAIR PLUS membership documents including letters, certificates, plaques, etc.
¿ Process qualifications of training professionals as instructors, subject matter experts, validators, course developers, etc. and maintain current the data for rosters management and reporting. Report on and contribute to the resolution of technical questions.
¿ Maintain current data in training tools and applications as TRAINAIR Plus electronic Management System (TPeMS), Training Need Analysis (TNA), Instructional System Design tool and Aviation Training and Educational Directory (ATED).
¿ Track and highlight technical and software issues for correction and improvement.
¿ Propose improved methods and processes for the preparation of GAT training courses documentation and certificates.

Function 4 (incl. Expected results)
Manages and keeps up-to-date subject matter files, in both paper and electronic format, achieving results such as:

¿ Classify, sort and maintain electronic data.
¿ Update and maintain programme websites, propose improvements to presentation of images and textual content.
¿ Ensure that all paper and electronic records on file are correctly classified and identified; photocopy and scan documentation, as required.
¿ Maintain copies of documents, instructions, reports and records up-to-date.
¿ Contribute to the creation and maintenance on an electronic registry system in accordance with ICAO rules and procedures.
¿ Ensure the GAT Section files are properly stored and accessible; ensure the safe keeping of documents.
¿ Open and maintain files; maintain file movement records; keep documents and miscellaneous papers; and undertake searches for reference material in files or documents, etc.
¿ Assist in generating statistical reports for the GAT Section.
¿ Provide reference assistance and verifies file reference databases as needed.

Function 5 (incl. Expected results)
Prepares for and services meetings, achieving results such as:

¿ Book conference rooms; arrange facilities, equipment, catering; and assist participants with hotel reservations, travel and visa letters.
¿ Prepare and distribute documentation; and assist in the preparation, collation and hand-out of documentation.
¿ Contributes to related reporting.
¿ Manage the calendar of appointments and meetings; provide reminders on priorities and deadlines; screen requests for appointments and meetings organized with parties throughout the Organization as well as officials outside of ICAO.
¿ Support the work of the Chief, Gat Section and Unit Heads by facilitating organization and preparation of meetings.
¿ Coordinate and facilitate scheduling of meetings; maintain and keep track of appointments on the electronic calendar, including receiving visitors.
¿ Prepare travel and administrative arrangements for GAT staff participation at meetings away from Headquarters (HQ).

Function 6 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Good knowledge of the use of IT equipment and software, such as MS Office. Ability to learn and work with customized systems. General knowledge of ICAO’s functions and organization as well as the role of other related international organizations. General knowledge of correspondence, filing and meeting procedures. General knowledge of latest multimedia software, including Microsoft Word, PowerPoint and Excel applications. 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.

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.

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.

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.

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.

Education

Completion of secondary school education is required.

Work Experience

A minimum of five (5) years of experience in office administration, coordination of office work and management of document production is required.

Experience in the use of IT tools (Suite Office in Microsoft, in particular, advanced excel) is required.

Experience in an international civil aviation work environment or government is desirable.

Experience in office administrative procedures and practices, organization and maintenance of technical records, and the preparation of data for inclusion in documentation is desirable.

Practical experience in data input and spreadsheet maintenance is desirable.

Languages

Fluent reading, writing and speaking abilities in English is required.
A working knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Assessment

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

Special Notice

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a valid work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of two (2) 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 2013 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 43,269

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.