Administrative Associate

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,999 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 Within the Technical Cooperation Bureau (TCB), the Revenue and Product Management (RPM) Section is responsible for revenue-generating activities in the Organization under the auspices of the Ancillary Revenue Generation Fund (ARGF). The functions include the marketing of revenue-generating products emanating from ICAO intellectual properties. The Section is equally responsible for recommending, developing and executing advertising and promotional campaigns. 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 Administrative Associate is responsible for executing a range of administrative support activities for RPM. The post is accountable for providing services related to general administration, finance and human resources. Typical outputs include timesheets, invoices, interoffice memos, email correspondence and documentation such as the RPM Human Resources Plan, the ARGF budget and Council working papers. The incumbent will be required to use Agresso (ICAO's financial system) and e-Recruiter (ICAO's online recruitment system).

The incumbent reports directly to Chief, Revenue and Product Management (C/RPM). It is expected that the incumbent will be able to work independently on tasks assigned. This post supervises other administrative staff and requires extensive coordination with the Units of the Section.

Responsibilities Function 1 (incl. Expected results) Monitors and coordinates the Section’s human resources activities, achieving results such as: - Proofread and draft memoranda and all necessary annexes needed for processing of consultancy contracts and renewals. - Confirm funding for consultancy contracts and staff renewals through liaison with other Sections and Bureau. - Support staffing actions for the appointment/reassignment/reclassification of RPM Professional and General Services posts; draft accompanying memoranda, and submit via e-Recruiter in consultation with Human Resources. - Follow up on PACE report completion by staff on behalf of C/RPM. - Ensure computer access, building access, office hardware and software for consultants and temporary staff. - Liaise with HR on any issues related to policies and procedures for hiring, renewal or extension of consultancy contracts and ensure consistent application of rules, Council decisions and audit recommendations. - Develop, implement and manage a mechanism to track/monitor staff training (training list). - Coordinate the process of hiring interns and prepare internship documentation. - Prepare monthly reports on ARGF human resources needs, vacancy rates, attrition and the RPM Human Resources Plan; follow up on recruitment actions; maintain lists of non-staff contracts, secondees, interns, retirements and monitor succession plans. - Research, compile, analyse, and summarize statistics on human resources; escalate issues to Chief, RPM. - Provide ad hoc human resources information to support RPM staff.

Function 2 (incl. Expected results) Provides support in the compilation, monitoring and tracking of Section deliverables, achieving results such as: - Maintain and update monthly and quarterly reports on the ARGF key performance indicators and operating plan. - Monitor checklists designed to identify stages of performance; develop a variety of periodic and ad hoc reports, statistical tables, graphic content and other background materials/notes generated to facilitate reviews and presentations to senior management and Council; initiate follow-up actions, as required. - Ensure that priorities are established and deadlines are met for correspondence and documentation from the Section, including all confidential correspondence and Council documentation. - Support the preparation of Council presentations and working papers; monitor the Council calendar and Committee Order of Business to update deadlines and ensure documentation is provided on time with appropriate approvals. - Monitor and track audit recommendations and implementation.

Function 3 (incl. Expected results) Supports provision of efficient procurement, finance and asset management 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, including updates to the Procurement Code. - Oversee the procurement plan and ensure that updates to the procurement list are made throughout the year. - Ensure 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 that year-end transactions are finalized prior to year-end. - Liaise with Accounts Payable for the purpose of entering new suppliers in the Agresso system. - Monitor and maintain inventory list of supplies for events. - Provide ad hoc procurement information to support informed decision-making.

Function 4 (incl. Expected results) Provides and coordinates administrative support for the RPM Section, achieving results such as: - 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. - Review, proofread and edit documentation originating from RPM ensuring clarity and conformity with established format, standards and procedures. - Ensure that priorities are established and deadlines are met for correspondence and documentation from the Section. - Provide efficient and timely submission of RPM’s contribution to the Annual Report of the Council. - Assist in the preparation of working papers and monitor their progress. - Act as focal point for all administrative, operational and procedural matters within the Section. - Compile/update administrative procedures and provide administrative guidance and training to Professional and General Services staff to ensure compliance. - Coordinate compliance of administrative activities with ICAO rules, regulations, policies and strategies. - Ensure adherence to the Administrative Instructions on records management, event management, meetings and all other instructions related to RPM. - Exercise judgment in identifying alternative solutions within the context of internal administrative guidelines and procedures. - Coordinate administrative support to the RPM Units including the management and coordination of a central task list and shared services among Unit Heads. - Arrange for translation of working papers and other RPM documentation with a mark-up for electronic submission using the Electronic Documents and Enquiry Network (EDEN) system, co-ordinating with language sections and Documents Management and Outsourcing Unit (DMO) in order to meet deadlines. - Liaise and interact with officials from all levels, including representatives from Delegations, Member States and others, according them appropriate treatment. - 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, where required. - Carry out day-to-day administrative tasks, as well as ad hoc and urgent tasks.

Function 5 (incl. Expected results) Performs other related duties, as assigned.

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 Diploma of college studies (DEC) or equivalent in management, business administration, financial management, programme management, administration, statistics, or in a related field is required.

Additional training or certification in business administration, finance, office administration or in a related field is desirable.

Work Experience - A minimum of six (6) years’ experience in office administration/office management is required.

• Experience in providing input for programme/project documents, and ideally for official publications (e.g. working papers, annual reports, etc.) is required.

• Experience in coordinating administrative requirements between multiple business units and/or business lines is required.

• Experience in managing the administration of staff contracts is required.

• Experience in overseeing procurement procedures and client account administration is required.

• Experience in programme management and administration in an international organization or a multi-national setting is desirable.

• Experience with managing staff is desirable.

  Languages Fluent reading, writing and speaking abilities in English is required. A working knowledge of any other language 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 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: G-6, Net Base Salary per annum : CAD 47,249

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.