Administrative Assistant, ATB/ASF

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ICAO - International Civil Aviation Organization

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Application deadline 1 year ago: Monday 9 May 2022 at 23:59 UTC

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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 2,770 USD.

Salary for a G-5 contract in Montreal

The salary of a G-5 depends on the duty station. The minimum salary there is 3,761 CAD (~2,770 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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Org. Setting and Reporting Within the Air Transport Bureau (ATB), the Deputy Director for Aviation Security and Facilitation (DD/ASF) is responsible for ICAO’s Strategic Objective on enhancing civil aviation security and facilitation. Four Sections report to DD/ASF: the Aviation Security Audit (ASA) Section, the Aviation Security Policy (ASP) Section, the Implementation Support and Development – Security (ISD-SEC) Section and the Facilitation (FAL) Section.

These Sections lead the development and maintenance of Annex 17 – Security, Annex 9 – Facilitation and related guidance material, provide implementation advice and coordinate assistance to States, and manage the ICAO Universal Security Audit Programme (USAP). Furthermore, these Sections also coordinate the activities of the Regional Officers, Aviation Security (AVSEC) and Facilitation (FAL), and maintain close relationships with States’ AVSEC and FAL Authorities, other UN agencies, international and regional organizations, multinational funding institutions, industry and academia. The four Sections provide support to ICAO deliberative bodies and other internal and external entities, including Panels and their working groups, other Bureaus and ICAO Regional Offices.

The incumbent reports directly to DD/ASF, from whom s/he receives instructions and seeks advice and guidance on assignments involving difficult or non-routine projects. The incumbent is responsible for ensuring the coordination of work submitted by the four ASF Sections and provides input to DD/ASF on complex administrative, and human-resource related matters. The incumbent is directly responsible for his/her actions as well as for the quality of services rendered.

Responsibilities Function 1 (incl. Expected results) Coordinates and assists with the overall management and support for implementation of ASF programmes and activities, achieving results such as:

  • Coordinate and manage the workflow of ASF by setting target dates for Sections, assigning tasks according to priorities and setting deadlines to ensure their timely completion.
  • Ensure immediate redistribution of all incoming correspondence and prioritize for necessary follow-up action.
  • Create and maintain processes and procedures to enhance the productivity of ASF.
  • Maintain a follow-up system, and monitor and report the progress of projects to DD/ASF for timely actions on outstanding matters.
  • Provide efficient follow up on queries directed to the Office, as necessary.
  • Act as focal point for all ASF Sections regarding administrative, operational and procedural matters.
  • Prepare consolidated documents by coordinating between the ASF Sections and assembling input received.
  • Provide continuous liaison and coordinate correspondence with the Office of the Director of ATB.
  • Coordinate HR-related matter for ASF Sections.
  • Coordinate and communicate with other Bureaux and ICAO Regional Offices on administrative matters, as necessary.

Function 2 (incl. Expected results) Provides administrative support to the Office of DD/ASF, achieving results such as:

  • Receive visitors, screen, coordinate and schedule requests for access to DD/ASF.
  • Answer queries on the work of ASF, and follow-up on and keep track of outstanding queries.
  • Receive, review, distribute and monitor correspondence and documents, and identify complex or sensitive correspondence for special treatment.
  • Initiate searches for reference material and other information, as required.
  • Respond to general routine queries and correspondence.
  • Schedule appointments for DD/ASF with representatives from Delegations, Member States, Ministries and external counterparts, as necessary.
  • Assist and prepare DD/ASF for participation in meetings and coordinate material from a variety of sources.
  • Prepare DD/ASF travel authorizations, travel claims and make necessary travel arrangements, including visas, hotels, registrations, etc.
  • Track ASF staff annual leave and maintain spreadsheet.
  • Prepare reports, briefing notes and Power point presentations for DD/ASF, as necessary.
  • Assist in the organization of aviation security conferences and seminars at ICAO Headquarters and in the ICAO Regions.

Function 3 (incl. Expected results) Assists in the production of documentation emanating from the Office of DD/ASF, and from the ASF Sections (ASA, FAL, ISD and ASP), achieving results such as:

  • Draft and supervise the preparation of correspondence, documentation, letters, memoranda, etc. on subjects related to ASF activities, including the preparation of requisitions for translation and printing.
  • Review and edit letters, working papers and documents produced by the ASF Sections for consistency with ICAO procedures, practices and style, as well as for completeness, content and grammar, and provide comments as necessary regarding the content, prior to presenting them to DD/ASF.
  • Proofread all communications prepared by the ASF Sections and destined for approval by DD/ASF or higher to ensure administrative work is done in accordance with ATB and ICAO practices and procedures.
  • Compile, maintain and update written administrative guidelines, reporting requirements, correspondence standards, templates and working arrangements.
  • Finalize State letters, Electronic Bulletins, memoranda, briefings and reports, for approval and signature by DD/ASF or higher.
  • Keep abreast of ICAO regulations, rules, policies and procedures, and communicate all changes to the ASF Sections.

Function 4 (incl. Expected results) Coordinates the preparation of working papers and reports addressing activities of ASF programmes required for the Assembly, Council, ATC and Aviation Security Committee (ASC), achieving results such as:

  • Assist in the development and drafting of reports and working papers for the Assembly, the Council, the ATC, and the ASC, as required.
  • Conduct quality review of working papers and reports to ensure high quality in terms of accuracy, completeness and adherence to ICAO procedural guidelines; crosschecking references for accuracy including providing necessary research.
  • Process draft working papers for approval by DD/ASF.
  • Prepare administrative reports on activities, briefing material and summary reports as requested by the Office of Director, Air Transport Bureau (D/ATB), including submissions for inclusion in the Annual Report of the Council.
  • Coordinate the review of working papers and reports with the Office of D/ATB, as required.

Function 5 (incl. Expected results) Provides assistance, advice and guidance to ASP Professional (P) and General Service (GS) Staff on administrative procedures, achieving results such as:

  • Ensure that ICAO rules and procedures are followed.
  • Assign, coordinate and review work prepared by other staff.
  • Liaise with other Bureaus for required information.
  • Disseminate instructions and new guidance or changes to the established practices.

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

Competencies Professionalism: Knowledge of office automation techniques, equipment and contemporary computer software for text/data processing and contemporary software, as well as knowledge of ICAO functions and publications, procedures, practices and interactions with outside bodies. Familiarity with the Annexes to the Chicago Convention and related guidance material, and with the international work environment. The ability to work under pressure and to cope with the demands of a dynamic environment; 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.

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.

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.

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.

Education Essential: Completion of Secondary education or equivalent, including completion of courses related to office technology.

Work Experience A minimum of five (5) years of relevant experience performing various administrative duties is required.

Experience dealing with sensitive and confidential matters is required.

Experience with maintaining harmonious working relationships in a multicultural environment, demonstrating a proven ability to work in a team environment is desirable,

Experience in working in international organizations or United Nations agencies is desirable.

Experience in working in the field of aviation security and/or facilitation is desirable.

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

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

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

Special Notice The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

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 on a fixed-term basis for an initial period of three (3) 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 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 40,362

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.

Added 1 year ago - Updated 1 year ago - Source: careers.un.org