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 2,520 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 Facilitation (FAL) Section, Aviation Security and Facilitation, Air Transport Bureau, is one of the four sections, which are charged with delivering results with respect to ICAO’s Strategic Objective – Security and Facilitation. Its primary responsibility is to develop and update Standards and Recommended Practices (SARPs) related to the facilitation of the international air transport system, found in Annex 9 — Facilitation. The Section manages and oversees the work programme of the Facilitation Panel (FALP) and their respective working groups, and leads the Facilitation Division. The Section is also responsible for activities related to the ICAO Traveller Identification Programme (ICAO TRIP) Strategy, which includes the development of specifications for Machine Readable Travel Documents (MRTD), published as Document 9303, the work programme of the Technical Advisory Group on Traveller Identification Programme (TAG/TRIP formerly TAG/MRTD) and its working groups, and the operation of the Public Key Directory (PKD). It provides support to the Assembly, Council, Air Transport Committee (ATC) and the PKD Board. The Section is also responsible for providing assistance to States in implementing Annex 9 SARPs, and oversees the respective States’ compliance.

The incumbent reports directly to the Chief, Facilitation Section, from whom s/he seeks advice and guidance on complex technical and managerial issues.

Responsibilities Function 1 (incl. Expected results) Monitors all technical issues and manages the coordination process between Secretariat, States and International Organizations concerning FAL Section meetings and products, achieving results such as: •Ensure quality of working papers, presentations, reports, etc., presented to the Air Transport Committee (ATC), Council and Assembly. •Assist in the preparation of summaries of discussions and meeting reports. •Assist Technical Officers in preparing policy and guidance material such as Doc 9303. •Assist in verifying contents of inputs serving FAL's operational plan, and prepare it for uploading to the server for the public and specific entities in coordination with Revenue Product Management (RPM). •Allocate technical queries to the Technical Officers in FAL according to their areas of expertise.

Function 2 (incl. Expected results) Manages, coordinates and/or supervises the logistic and administrative aspects of all FAL related-meetings and products, achieving results such as: •Establish, in coordination with the Office of the Deputy Director, Aviation Security and Facilitation, schedules for submission of documentation to ensure timely publication of documents. •Assist C/FAL and Technical Officers in monitoring follow-up action and implementation of Council decisions and Assembly resolutions. •Ensure procedures and practices for conducting meetings such as Facilitation Division, Facilitation Panel (FALP) as well as TAG/TRIP and TRIP/MRTD symposia and seminars. •Coordinate and manage production/distribution aspects of FAL publications, for which the Section is responsible, by liaising with Documents Management and Outsourcing Section (DMO) and the Editorial Unit (EDL). •Maintain FAL’s Panels and other websites.

Function 3 (incl. Expected results) Provides assistance to C/FAL for the execution of specific projects and ad hoc assignments, achieving results such as: •Liaise with staff within the section and with other Bureaus/Offices. •Assist in capacity-building activities and resource mobilization projects. •Request information from within and outside the Bureau. •Consolidate material on multi-disciplinary subjects, including requests from States and International Organizations. •Screen requests for meetings with C/FAL. •Receive visitors and callers to the Section. •Prepare appropriate responses to requests for information. •Send responses by e-mail as, and when, directed by C/FAL.

Function 4 (incl. Expected results) Manages the documents filing of the Section, achieving results such as: •Open and maintain files in a number of categories. •Maintain file movement record. •Keep a track record of working papers and miscellaneous papers. •Undertake searches for reference material in files or documents.

Function 5 (incl. Expected results) Provides advice and guidance to Professional (P) and General Service (GS) staff on the procedural aspects of reporting requirements, correspondence standards and working arrangements, achieving results such as: •Draft memoranda and other correspondence on administrative and other matters for C/FAL's signature, which requires meeting the highest organizational standards. •Ensure correct implementation of practices and procedures. •Maintain and update the FAL operational plan and its programmes. •Provide support for tasks related to the triennial budget and Business Plan of the Organization, in coordination with the Office of DD/ASF, as required. •Keep up-to-date records and ensure timely follow-up action of all personnel and human resource related matters pertaining to FAL Staff.

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

Competencies Professionalism: Familiarity with aviation security and facilitation subjects/terminology; comprehensive knowledge of ICAO's activities, practices and procedures; 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. Actively seeks to develop oneself professionally and personally and shows a willingness to learn from others.

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.

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.

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 to client.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

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. 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 Secondary education with additional training or certification in office management, business administration, secretarial field or related areas, including completion of office automation courses.

Work Experience A minimum of four years of relevant experience, three of which should preferably have been with the Organization, an international organization or a government, in positions of increasing levels of responsibility. Extensive experience in office administration, organization and maintenance of records and the preparation of data for inclusion in documents.

Languages Essential Fluent reading, writing and speaking abilities in English.

Desirable A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish).

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

Special Notice It should be noted that this post is to be filled on a temporary basis for an initial period of 5 months.

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 Net Base Salary per annum G-4 CAD 35,632

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.