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 2,746 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 Conference, Security and General Services Section (CSG) is responsible for the planning, coordination and management of conference and office services, property control and commissariat operations, rental of office space and conference rooms, inventory, as well as overall building management, including liaison with the building administration in relation to office management, maintenance and construction services, and distribution of publications and other documentation to the Secretariat, Delegations, meeting participants and other customers; management and provision of stationery supplies for the Secretariat.

The General Services and Facilities Management (GFM) unit in CSG is responsible for overall building management, including planning, budgeting, supervision of staff and contractors, expenditure control, daily operation of the GFM Unit, liaison with Public Services and Procurement Canada (PSPC) and its contractors, office management services, construction services, logistics services in terms of inventory, storage and supply, security and safety of premises and business continuity plans.

The post of Administrative Assistant (GFM) reports directly to the Head of General Services and Facilities Management (H/GFM), who assigns tasks, decides on priorities and who facilitates complex technical matters. The incumbent is directly responsible for his/her actions as well as for the quality of services.

Responsibilities Function 1 (incl. Expected results)

Under the supervision of the H/GFM, coordinates and monitors the administrative activities related to building management with respect to construction and modification, achieving results such as:

¿ Establish and maintain an up-to-date network of potential suppliers for items related to furniture and equipment necessary for building management and conference services; ¿ Coordinate and liaise with suppliers to obtain moving services for building management projects; ¿ Approve and process invoices related to building management construction and modifications; ¿ Track quarterly spending on moving services and monitor balances and alert the H/GFM accordingly; ¿ Ensure timely payment of suppliers by following up with CSG’s resource management team and/or financial unit; ¿ Review PSCP invoices for services provided to delegations and calculate ICAO fees; ¿ Prepare monthly reports for Finance AR to recover payments from Delegations/Organizations on work prepaid by ICAO.

Function 2 (incl. Expected results)

Leads, and manages specific building maintenance projects (i.e. renovation, ventilation, window cleaning) achieving results such as:

• Act as focal point for PSPC’s requests on maintenance and repairs work in various offices and conference rooms;
• Follow up with Venue and Events Management team to obtain possible dates and schedules, and inform PSPC accordingly;
• Coordinate with staff from PSPC and its contractors for renovations or maintenance work for Delegations’ Offices;
• Analyze and propose solutions to any issues arising from specific building activity affecting delegations or staff;
• Liaise directly with delegations including VIP representatives to obtain access permissions to facilitate the maintenance work within prescribed deadlines;
• Consolidate responses from delegations for onward transmission to PSCP;
• Monitor and effective follow-up on special requests from Delegations;
• Draft postmasters on special GFM activities (i.e. fire drill tests, water cut, electric shutdown, generator maintenance, etc. for the approval of the H/GFM);
• Schedule regular maintenance activities according to a list provided by PSPC’s contractors and dispatch postmasters.

Function 3 (incl. Expected results)

Coordinates the activities in providing first and second level general services and facilities management by using the Service Desk Platform to support ICAO and TCB staff in response to Service Desk requests to Building CSG/GFM Service Desk, achieving results such as:

• Review the requirement of the Service Desk request;
• Allocate appropriate resources to the service user call within prescribed deadlines;
• Maintain constant liaison with PSPC or ALLIED on actions taken for service desk calls;
• Liaise with various offices and delegations to answer urgent service calls and monitor satisfactory outcome;
• Notify delegations or staff on pending service desk requests;
• Identify complex or sensitive issues for special treatment;
• Escalate more intricate service calls for system administrators at Level 3;
• Advise staff/delegations on the proper procedure to be followed or redirect them to proper resources.

Function 4 (incl. Expected results)

Facilitates building management services, including assisting in the management of lease agreements for office space, achieving results such as:

¿ Provide support to C/CSG and H/GFM in managing lease agreements of office space for National Delegations (incl. preparation of triennium rental rates in cooperation with the CSG administrative assistant); ¿ Develop, implement and manage a mechanism to track/monitor the signature of all lease agreements and actions (lease agreement log). ¿ Extensive follow-up and direct interaction with delegations to obtain lease agreements’ signature; ¿ Advise the H/GFM on the status of lease agreements activities (including pending and signed agreements and on special cases); ¿ Notify the H/GFM and C/CSG on complex issues regarding lease agreements to be presented to the Property Management Committee; ¿ Liaise with the ADB and Finance unit teams to perform special tasks such as drafting letters addressed to national delegations on outstanding balances of their rental payments to be signed by the Secretary General; ¿ Produce urgent inter-office memorandum or other correspondence on administrative matters to support the C/CSG.

Function 5 (incl. Expected results)

Provides administrative support to the H/GFM and contributes to the production of documents and reviews, proofreads as well as edits correspondence emanating from the Office of GFM/CSG, achieving results such as:

¿ Prepare updates of guidelines, policies and administrative instructions related to the use and management of ICAO premises; ¿ Liaise with the Legal Affairs and External Relations Bureau (LEB) regarding the use of specific legal terms for the updates or other policy documents; ¿ Assure style, content appropriateness, completeness as well as consistency with ICAO rules and procedures; ¿ Carry out research of background documents and provide reference material for production of documents originated from the office of GFM/CSG; ¿ Draft letters in French for suppliers when required; ¿ Prepare documentation and correspondence prepared by the Section ensuring high standard quality; ¿ Provide support in training new administrative staff members in the section; ¿ Provide regular and ad hoc administrative information to the H/GFM to support informed decision-making. ¿ Maintain administrative and electronic files and ensure correspondence and GFM documentation (contracts, invoices, procurement documents, etc.) are classified and stored electronically for easy retrieval.

Function 6 (incl. Expected results)

Contributes to the management, assignment and monitoring of tasks on safety and security activities; achieving results such as:

¿ Build and prepare a list of authorized staff from delegations to request a security agent to open office doors for security and safety reasons; ¿ Ensure the list is produced in accordance with the Resident National Delegations List and the ICAO floor plans for their offices’ location; ¿ Update the list every 6 months and send the new updated list to PSCPC and security; ¿ Produce Postmaster to be sent to delegations to request delegations’ contact information ensuring the correct style, content appropriateness and consistency with ICAO rules and procedures before submission to the Office of the Director of ADB; ¿ Analyze any issues arising from security activities affecting delegations’ offices and propose solutions; ¿ Ensure correspondence including e-mails addressed to delegations are prepared to a high standard and meet all necessary quality requirements.

Function 7 (incl. Expected results)

Performs other related duties, as assigned.

¿ Act as back up of the CSG administrative assistant during leave periods.

Competencies Professionalism: Knowledge of ICAO administrative procedures as well as computer skills and knowledge of MS office and maintenance of records. 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.

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 Essential:

¿ Completion of secondary education or equivalent, and training in office administration, project management, accounting or logistic.

Desirable:

¿ Additional training or certification in finance, procurement, construction planning or related field.

Work Experience ¿ A minimum of 5 years administrative experience in office administration, financial management or project management. Experience in building management is an advantage, is required.

¿ Experience in the application of rules and regulations, in particular with respect to administration and finance, is required.

¿ Work experience within an international organization or the United Nations Common System in administration and financial management, is desirable.

¿ Excellent abilities in accurately dealing with numbers, is desirable.

¿ Experience in dealing with VIP clients and use of modern information technology for processing and managing data, is desirable.

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

Desirable ¿ A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, and Spanish).

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

It should be noted that this post is to be filled for an initial period of one (1) year (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 Net Base Salary per annum G-5 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.