Administrative Assistant

Result of Service The incumbent reports directly to the Ethics Officer, and will act as the administrative focal point for the Ethics Office.

Work Location Montreal

Expected duration It should be noted that the assignment is for a period of 155 working days over 11 months, starting as soon as possible.

Duties and Responsibilities THE ORGANIZATIONAL SETTING

In accordance with its independent mandate, the Ethics Office is responsible for providing counsel and confidential advice on ethics related matters to senior leadership and staff. The Ethics Office also assists the Secretary General and the Council in nurturing a culture of ethics and accountability by providing guidance to reflect ethical considerations in policies, practices, and processes as well as through the promotion and enhancement of ethical awareness and a “speak up” culture through training and general outreach activities. The aim is to enable all ICAO personnel (regardless of contract type and duration) to be properly informed about the expected behaviour to abide by the highest standard of conduct, including with reference to conflicts of interest, and to come forward without fear of retaliation.

Duties and Responsibilites:

The Administrative Assistant will: - Provide administrative and secretarial support to the Ethics Office; - Ensure timely and quality office correspondence, identifying items requiring sensitive treatment, and help to ensure that priorities and deadlines are met; - Provide effective records management including the establishment and maintenance of a coherent record system, and ensure the proper filing of confidential documentation; - Contribute to the production of documentation, review, proofread and edit documents originating from the Ethics Office, often of a confidential or urgent nature, including memoranda, reports, working papers, minutes, PowerPoint presentations and Excel worksheets; - Assist in the administration of the Annual Financial Disclosure Programme ("FDP"), including the following: a) liaise with Directors, Human Resources and other relevant stakeholders to prepare the list of eligible employees; b) invite eligible employees to participate to the FDP and send reminders and follow-up to ensure 100% compliance; c) administer the database (follow-up results/statistics); and d) act as help desk (email, skype for business, telephone, face-to-face) to ensure that eligible employees receive immediate assistance; - Arrange appointments and organize meeting schedules of the Ethics Officer, assemble relevant documentation and provide other related logistical support; - Act as the HR focal point for the Ethics Office including with reference to the employment of consultants (maintenance of attendance records, drafting of contracts’ documentation etc.); - Assist in the submission and monitoring of the status of purchase requests/purchase orders for procurement of goods and services for the Ethics Office, using the enterprise resource planning system (Agresso); - Coordinate travel arrangements, including travel authorization requests, hotel reservations, visa and claims for travel expenses; - Maintain stock of office supplies and arrange for any repairs to office printers/photocopiers, etc., as well as coordinating any other requests to building management; - Facilitate prompt and efficient IT support to the Ethics Office by liaising, clarifying and coordinating with help desk staff in ICT; - Liaise with Languages and Publications (LP) to ensure accuracy/timely translation/production of the Annual Report of the Ethics Officer and other material; submit jobs for translation/editing through the Electronic Documents and Enquiry Network (EDEN); and - Perform other duties as assigned.

Qualifications/special skills Academic Qualifications: Competition of secondary school education, with additional completion of a secretarial course and office automation courses.

Experience: Essential - A minimum of six years’ experience in secretarial/administrative work. - Extensive experience in filing confidential information, preparing notes, correspondence, presentations and reports as well as the use of IT tools (web-based systems, Microsoft Office, SharePoint, Windows 10, etc.). - Excellent communication skills to collaborate with a wide range of individuals in order to provide comprehensive support service provision. - A high sense of confidentiality.

Desirable - Working experience with an International Organization, preferably a member of the United Nations (UN) system. - Knowledge of the UN ethics/standards of conduct, ethics and compliance and/or protection against retaliation. - Experience in data collection and analysis as well as in the use of Agresso system. - Front office experience.

Language: 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, or Spanish).

Additional Information A competitive rate will be offered depending on the assignment and the qualifications required.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.