ADMINISTRATIVE ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 2,755 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 Air Navigation Bureau (ANB) in ICAO is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. ANB provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and the Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. The Bureau also manages the Universal Safety Oversight Audit Programme (USOAP) that monitors all Member States on a continuous basis.

The incumbent reports directly to the Deputy Director, Aviation Safety and also performs the administrative functions to support the office of DD/SAF and Director, Air Navigation Bureau (D/ANB). S/he works independently in order to provide administrative services and prepares accurate and timely reports to support all ANB work programmes. S/he consults DD/SAF on complex administrative issues, seeks advice, especially in circumstances that fall outside the realm of his/her specialized area.

Responsibilities Function 1 (incl. Expected results) - Prepare draft letters, memoranda, reports, e-mails, and various other correspondence often of a confidential or urgent nature, from verbal instructions, handwritten drafts. Prepare routine correspondence. Ensure that priorities and deadlines are met. - Take messages of incoming phone calls received for DD/AN; answer, transfer and/or channel phone calls. - Manage calendar of appointments and meetings for the DD/AN, 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. - Keep time and attendance records, maintain leave plans of staff and prepare routine administrative paper work such as travel forms for the DD/SAF and Technical Officers. - Coordinate and facilitate scheduling of meetings, maintain and keep track of appointments on the electronic calendar, including receiving visitors. - Receive visitors from all levels, including representatives of Delegations to ICAO, ANC Members, Officials of Member States and ICAO staff members and /or external stakeholders. - Act as focal point for all administrative operational and procedural matters. Provide advice and guidance to Professional (P) and General Service (GS) staff on administrative procedures. - Prepare travel and administrative arrangements for DD/SAF’s participation at meetings away from Headquarters (HQ).

Function 2 (incl. Expected results) - Manage ’s email inbox, including prioritization of requests, taking action where applicable, distribution of electronic communication and appropriate follow-up in coordination with technical officers and other support staff - Receive, classify, sort and circulate correspondence. - Review routine Bureau-internal correspondence and documents for consistency with ICAO procedures, practices and style, - Provide continuous liaison and coordinate correspondence with ANB Front Office. - Identify complex or sensitive correspondence for special treatment or immediate attention. - Dispatch correspondence, including in electronic format, identify, track, prioritize and achieve appropriate follow-up actions on routine Bureau-internal correspondence. - Draft routine letters or other documentation upon instruction by DD/SAF - Assist in proofreading documentation for accuracy, completeness and consistency with ICAO procedures, practices and style.

Function 3 (incl. Expected results) - Provide support to Section Chiefs in order to facilitate the completion of tasks directly assigned to them by setting deadlines and monitoring the progress of task completion, including efficient utilization of a task management tool. - Assist in liaising and providing support to staff and Chiefs of Sections on administrative matters. - Compile input and replies from Chiefs of assigned tasks and assist in the preparation of draft documents for review and approval by the Director.

Function 4 (incl. Expected results) - Finalize and process draft working papers for approval by DD/SAF and/or D/ANB. - Conduct quality review of working papers and reports to ensure high quality in terms of accuracy, completeness and adherence to ICAO procedural guidelines; crosscheck technical data and references for accuracy; coordinate with other ANB Sections, ANB Front Office and ANC (through Programme Officer, Précis Writer, PO/PW), as required. - Submit print job requisitions through EDEN and Hummingbird systems. - Maintain copies of documents, instructions, reports and records up-to-date. - Maintain annual leave and strength returns for the Office. - Assure style, content appropriateness, correctness, completeness as well as consistency with ICAO rules and procedures of documents before submitting to DD/AN for approval; conduct necessary research for background documentation and for previous actions on specific matters. - Identify and maintain record of potential items for the Assembly, sessional work programmes of the Council and the ANC and compile reference material, as required.

Function 5 (incl. Expected results) - Keep abreast of and communicate amendments to ICAO regulations, rules, policies and procedures. - Coordinate and provide necessary follow up with other Sections of the ANB Regional Offices, as well as external parties on administrative matters. - Support the work of the ANB Front Office, when required. - Initiate draft correspondence for requests of secondment extensions for the Secretary General (SG) and Director General of Civil Aviation (DGCA) approval and take necessary follow up action in coordination with ANB HR Focal Point. - Coordinate logistic and administrative support for the arrival and departure of newly appointed staff, interns, secondments, etc.

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

Competencies Professionalism: Excellent knowledge of ICAO’s activities, practices and procedures; in particular the Air Navigation Commission (ANC) and the Council. A wide knowledge of ICAO functions, procedures, practices and interactions with outside bodies. Knowledge of ICAO’s activities, practices and procedures, in particular of all administrative aspects of the Organization. Knowledge of the Air Navigation Secretariat Instructions (ANSI). 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.

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 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.

Education High school diploma or equivalent is required. Additional training or certification in public or business administration, or related field is desirable.

Work Experience At least five years of experience in administrative work, three of which must have been in an international organization, working for an executive or high level official is . Excellent organizational, multi-tasking and time management skills is essential. Strong proofreading and editing skills, including those for PowerPoint presentations. Proficiency in Microsoft Office, particularly Outlook, MS Word, PowerPoint, and Excel applications is essential. General knowledge of broad aspects of aviation is desirable .

Languages Fluent reading, writing and speaking abilities in English is essential.

Knowledge of any of the 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 Applicants must hold either Canadian citizenship or Canadian Permanent Residency in order to be eligible for this position. 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. 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.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations 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. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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 internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the 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 on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.