ADMINISTRATIVE ASSISTANT, RPM

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 2,749 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 Revenue and Product Management Section (RPM) is responsible for revenue-generating activities in the Organization. The functions include the efficient planning, organization and implementation of marketing revenue-generating products emanating from ICAO intellectual properties. The Section is equally responsible for recommending, developing and executing advertising and promotional campaigns. Furthermore, the Section leads actively in the development of new products and services and recommends new business opportunities. The revenue-generating products and services consist of and are not limited to: Events; Partnerships and licensing of ICAO intellectual properties; ICAO periodicals and web listing advertising sales; Data and statistical products; and Traditional print and electronic publications. The Section also provides printing, reproduction and distribution services.

The incumbent reports directly to two RPM Unit Heads. The incumbent performs routine tasks for RPM, and may take direction on special tasks from the Senior Administrative Associate, with whom s/he regularly consults on administrative issues. It is expected that the incumbent will be able to work independently on tasks assigned. The incumbent will be required to use Agresso, ICAO’s financial system, and e-recruiter, ICAO’s online recruitment system. This post does not supervise others but needs extensive coordination with the Units of the Section.

Responsibilities Function 1 (incl. Expected results) Provides administrative support to the Section’s human resources activities, achieving results such as: •Draft memoranda and all necessary annexes needed to renew consultancy contracts and renewals. •Assist in the preparation of contract documents with managers within RPM Section. •Confirm funding for consultancy contracts and staff renewals. •Assist in the preparation of Job Descriptions for the appointment/reassignment/reclassification of RPM Professional and General Service posts, draft accompanying memoranda, and submit via e- Recruiter in consultation with Human Resources. •Coordinate computer access, building access, office hardware and software for consultants and temporary staff. •Coordinate computer and e-mail extensions for consultants. •Liaise with HR on any issues related to hiring, renewal or extension of consultancy contracts. •Coordinate approval of consultancy contracts. •Enter requests related to consultancy contracts and staff renewals in HR system. •Enter consultancy vacancy notices in e-recruiter. •Coordinate the process of hiring interns and prepare internship documentation.

Function 2 (incl. Expected results) Provides support to the monitoring of financial and staff resources matters, achieving results such as: •Maintain internal staff contract records by updating contract information (i.e. terms of reference), maintaining records in Agresso and liaising with HR to support monthly monitoring of records. •Provide support in the coordination of timesheets for consultants. •Review suppliers’ invoices and Consultant timesheets against purchase orders/contracts. •Support timely payments to suppliers through monitoring and maintaining work flows, prioritizing Agresso tasks to ensure transactions are finalized prior to cut-off dates for Accounts Payable Unit and year-end transactions are finalized prior to year-end.

Function 3 (incl. Expected results) Supports provision of efficient procurement services in the RPM section, achieving results such as: •Prepare procurement documentation and liaise with the Finance Branch (FIN) and the Procurement Section (PRO) as required. •Ensure the procurement of goods and services is conducted according to procurement policies. •Provide guidance to RPM staff and consultants with respect to procurement policies. •Ensure of timely completion of relevant documents for supply of promotional items for conference purposes. •Request and collect quotes from potential suppliers of goods and services. •Coordinate with suppliers of good and services on issues concerning delivery, invoices and payments. •Prepare documentation for credit card payments in coordination with Treasury. •Liaise with Accounts Payable for the entering of new suppliers in Agresso system. •Enter requisitions in Agresso and track progress where necessary. •Ensure correct implementation of procurement-related practices and procedures. •Prepare DPO Change Order Forms and track their approval. •Review suppliers’ invoices against purchase orders and approve for payment. •Provide ad hoc procurement information to support informed decision-making.

Function 4 (incl. Expected results) Performs administrative support work in the RPM Section, achieving results such as: •Verify accuracy of material leaving the RPM Section. Proofread and review documentation for correctness and for conformity with established format standards and procedures. •Draft documentation including letters, memoranda, reports, e-mails, minutes for meetings, circulars, notices, summaries of discussion, mission reports, etc. often of a confidential or urgent nature. •Ensure that priorities are established and deadlines are met for correspondence and documentation from the Section. •Provide administrative support to the RPM Units and coordinate the administrative needs of the Units across the Section including the management and coordination of a central task list. •Maintain RPM electronic files and ensure correspondence and RPM documentation (contracts, procurement documents, invoices, etc.) are classified, filed and stored electronically for retrieval. •Maintain hard copy filing of consultancy and temporary contracts as well as procurement documents.

Function 5 (incl. Expected results) Performs other related duties, as assigned, including tasks such as: •Carry out day to day administrative tasks. •Assist in the preparation of working papers and monitor appropriately their progress. •Submit requests for document services via Hummingbird and EDEN systems. •Organize and set up room for governance meetings (e.g., Business Development Group) •Assist with the tracking of tasks. •Act as a back-up to the other administrative assistant during leave periods.

Competencies Professionalism: Good knowledge of the use of IT equipment and software, such as MS Office. Ability to learn and work with customized systems. 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.

Education Completion of secondary education.

Work Experience A minimum of five (5) years’ experience in office administration is required. Experience in providing input for programme/project documents, and ideally for working papers, annual reports, etc is required.

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

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 1 year. 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 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.