Administrative Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 1,694 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

The Regional Office is primarily responsible for maintaining continuous liaison with the States and Territories to which it is accredited, and with appropriate international organizations, regional civil aviation bodies, sub-regional bodies, and UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs), and air navigation plans. The Regional Office also provides technical guidance and assists States and Territories in their implementation activities. The Office operates in English and Spanish, and all staff are required to be fluent in both languages.

Under the direct supervision of the Administrative Officer, the Administrative Assistant supports the Regional Officers in meeting their responsibilities and performing their duties. The Administrative Officer and the Regional Officers assign tasks and duties. The Administrative Officer evaluates the performance of the incumbent with input from the Regional Officers. The Administrative Assistant seeks advice and guidance on complex technical issues from Regional Officers, the Administrative Officer, and the Assistant to the Head of Office. The post requires occasional international travel and working outside normal office hours to meet the operational requirements and deadlines for the production of deliverables.

Responsibilities

Function 1 (incl. Expected results) Provides office support services, achieving results such as: • Draft, edit, and process documents including letters, working papers and reports. • Translate documents that contain aviation technical content from English to Spanish and Spanish to English. • Process incoming and outgoing documents, emails, and correspondence. • Maintain electronic calendars for appointments and other business activities. • Administer travel preparation and arrangements. • Provide administrative support. • Receive and provide information to visitors. • Make and receive telephone calls, take messages, and filter calls. • Coordinate and schedule teleconferences.

Function 2 (incl. Expected results) Provides effective records management, achieving results such as: • Maintain file movement records, verify for completeness. • Follow up and maintain accurate indexing of files on computer terminal. • Open and maintain correspondence files up to date (including confidential correspondence).

Function 3 (incl. Expected results) Provides event organization services, achieving results such as: • Coordinate the preparation of events, including participant registration, coordination with external event organizers, and editing and translating event documentation and reports. • Provide logistical support and coordination for events organized by ICAO.

Function 4 (incl. Expected results) Maintains databases, achieving results such as: • Update information in existing databases, including air navigation deficiencies, meeting conclusions, contacts, etc. • Create new databases, as required.

Function 5 (incl. Expected results) Assists the Regional Officers in preparing presentations, reports, and corresponding documentation for meetings and conferences, achieving such results as: • Request input from officers to ensure comprehensive information. • Compile, edit, translate, and finalize presentations, reports, and documentation for submission in a timely manner.

Function 6 (incl. Expected results) Ensures smooth management of meetings in terms of logistical arrangements, documentation and technical material as well as post-meeting follow-up actions, achieving results such as: • In coordination with the Regional Officer, prepares invitations and documentation related to the convening of meetings and events, as required, including the accurate and timely document translation/formatting/editing/editorial review (English-Spanish / Spanish-English) • Assist Regional Officers with the conduct of regional technical meetings, workshops and seminars within and outside the Regional Office; compile draft meeting reports, arrange, prepare and process meeting documentation, including draft working and information papers and presentation related to meetings, seminars and workshops managed by Regional Officers, and arrange for the meeting documentation to be uploaded on the ICAO NACC website. • Prepare and oversee the tracking, collation and distribution of meeting documentation.

Function 7 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Strong knowledge of administrative procedures, as well as maintenance of records; strong computer skills; and extensive knowledge of MS Office. Observes official protocol in interactions with government and industry officials at all levels. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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 colleagues, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Education

Completion of secondary education, with additional secretarial training is requested.

Job - Specific Qualification

Not available.

Work Experience

• A minimum of four (4) years of administrative support experience is required.

• Experience in using a personal computer, Microsoft Windows, Word, Outlook, Excel, PowerPoint, and Teams and/or Zoom is required.

• Experience in English-Spanish-English translation and proofreading is required.

• Experience in event organization is desirable.

• Experience in an international organization is desirable.

• Experience in aviation, in either the public or private sector is desirable.

Languages

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

Assessment

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

Special Notice

Please note that this is a locally-recruited position. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening.

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-4 MX$ 350,070

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.