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 2,975 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 Technical Cooperation Bureau (TCB) is responsible for the execution of ICAO's Technical Cooperation Programme {TCP}, advising and providing technical support and cooperation to Member States, donors, and other funding institutions in all matters relating to the development of a safe, secure and environmentally friendly civil aviation sector. TCB provides a broad range of services, including assistance in reviewing the structure and organization of national civil aviation institutions, updating the infrastructure and services of airports and air navigation systems, protecting the environment, facilitating technology transfer and capacity building, promoting ICAO Standards and Recommended Practices (SARPs) and supporting remedial action resulting from the Universal Safety Audit Programme (USOAP) and the Universal Security Audit Programme (USAP) audits.

TCB also supports ICAO's "No Country Left Behind (NCLB) initiative, which is aimed at providing technical assistance to States in the implementation of ICAO Standards and Recommended Practices (SARPs). The main goal of this initiative is to help ensure that SARPs implementation is better harmonized globally, so that all States have access to the significant socio-economic benefits of safe and reliable air transport. The NCLB initiative also promotes ICAO's efforts to resolve Significant Safety Concerns (SSCs) and Significant Security Concerns (SSeCs) brought to light through ICAO's safety and security oversight audits, as well as other safety, security and emissions-related objectives. The ICAO Programme for Aviation Volunteers (IPAV) is also under the responsibility of the Director TCB.

The incumbent of this post reports directly to the Director, TCB (D/TCB) from whom s/he receives direction and whom s/he consults on complex procedures, including high-level and confidential issues. The incumbent works independently in providing administrative support in the Office of the Director and is responsible for providing guidance to other administrative support staff in TCB and liaises with the Office of the Secretary General, other Bureaus, Delegations, Council members and external entities.

Responsibilities Function 1 (incl. Expected results) Ensures efficient and effective administrative management of the Office of the Director, achieving results such as: - Assist D/TCB with regard to TCB's administrative and human resources matters. - Provide regular and ad hoc administrative information to D/TCB to support informed decision-making. - Establish effective coordination and act as focal point between the Office of the Director and the Deputy Director, TCB Sections, Office of the Secretary General, Office of the President of the Council, Resident Delegations and external entities on administrative matters for the smooth functioning of the office. - Manage D/TCB's agenda and prioritize appointments to ensure proper time management of commitments. - Coordinate D/TCB's mission travel, including accommodation and administrative arrangements, registration in conferences/seminars, visa applications, security clearances, telephone packages and travel claims. - Ensure timely response to routine and ad hoc or urgent requests from the ICAO Bureaux and Offices, Resident Delegations and external entities, and coordinate with TCB Sections for input, as required by D/TCB. - Attend administrative meetings on behalf of the Office of the Director, as necessary, and serve as focal point when assigned by D/TCB.

Function 2 (incl. Expected results) Supports the processing of documentation for the Governing Bodies and prepares D/TCB's files for meetings, achieving results such as: - Assemble and ensure completeness of documentation required by D/TCB for all Assembly, Council, Committee and Secretariat meetings in a timely fashion, while keeping abreast of possible changes in the work programmes, agendas or scheduling. - Provide D/TCB with any necessary background or reference documentation as deemed appropriate. - Request presentation, speaking notes and briefing material from TCB Sections, as instructed. - When necessary, undertake searches for reference material in TCB files and in relevant ICAO documentation, and extract information as required. - Provide support in the review, finalization and processing of Assembly, Council and Committee working papers, reports, orders of business and other documentation or correspondence and ensure their timely submission through EDEN for translation, distribution and posting on the Council website in accordance with the deadlines. - Upload on a regular basis, documents to the Office of the Director page in the TCB SharePoint site as well as TCC documentation to the ICAO Council Secure Portal.

Function 3 (incl. Expected results) Ensures efficient and effective management of human resources in TCB, achieving results. such as: - Serve as the Human Resources (HR) Focal Point in TCB. - Assist D/TCB with staffing matters, including sensitive and confidential issues, to ensure that timely action is taken. - Provide guidance to TCB sections and verify that relevant administrative processes are followed with regard to personnel actions. - Review and edit job descriptions prepared by TCB Sections to ensure their accuracy and completeness and advise D/TCB. - Initiate contract renewal processes, if required. - Liaise with the ICAO Human Resources (HR) on issues related to the recruitment of TCB staff and individual contractors. - Coordinate with the Programme Budget Officer in the Business Support Section to ensure availability of funds before processing recruitment requests. - Verify the completeness of supporting documentation for all recruitment requests of new staff, contract renewals, extensions, reclassifications, as well as recruitment of temporary staff and individual contractors. - Process recruitment requests through ERecruiter and provide follow-up to originating TCB Sections. - Issue reports in Agresso (staff list, leave records, etc).

Function 4 (incl. Expected results) Performs quality assurance review of all correspondence and documentation signed by D/TCB, achieving results such as: - Ensure the highest standards of quality for ail outgoing correspondence and documents submitted for D/TCB's signature. - Answer enquiries and provide advice and guidance to TCB Sections' administrative assistants and Records Management - Assist in the best manner to process correspondence or requests and on the proper presentation of material for D/TCB's signature in accordance with the prescribed ICAO style and format. - Review, proofread and edit all correspondence and documentation submitted to D/TCB for signature for completeness and to ensure clarity and adherence to the standard format, grammar, spelling and punctuation. - Liaise and coordinate with originators as necessary and verify that revised documents are complete, formatted and re-submitted in a timely manner. - Maintain a task management system and take follow up measures {telephone inquiries, e-mail messages, etc.} to ensure that timely action is taken by TCB Sections on requests from D/TCB, within established deadlines - Review and sort incoming correspondence in a timely manner, identifying complex or sensitive issues requiring D/TCB's immediate attention and refer others as applicable - Draft responses to a variety of correspondence and other communications for signature by D/TCB. - Prepare and assist in the finalization of PowerPoint presentations, correspondence and other documentation as required by D/TCB etc. - Manage the Office of the Director's e-mail in box, taking action where applicable. - Manage the Office of the Director's e-mail repository for incoming and outgoing correspondence and receive, classify, sort and circulate mail. - Process and assign files, correspondence and tasks to TCB Sections and staffs directed and follow up on outstanding issues.

Function 5 (incl. Expected results) Provides office service support, achieving results such as: - Receive visitors from all levels including Ministers, Directors General of Civil Aviation, Representatives on the Council, and others, according them appropriate treatment. - Manage and coordinate the agenda of the Director TCB to ensure efficient management of his/her time. - Place and receive incoming telephone calls in a professional and courteous manner, answering enquires and taking messages as necessary; screening, prioritizing and redirecting requests, where applicable. - Provide efficient organization of administrative matters related to the Office of D/TCB and its workload. - Manage, through the meetings reservation system, the reservations of conference rooms in accordance with Administrative Instructions. - Handle a wide range of administrative duties and processes. - Generate purchase orders as required. - Submit Service Desk calls on a variety of issues. - Submit job requisitions through EDEN and Hummingbird systems. - Facilitate prompt and efficient IT support to the front-office staff by liaising, clarifying and coordinating with Service Desk in ETS. - Maintain stock of forms, stationery and supplies for the Office of the Director. - Provide sound advice and guidance to Professional and General Service staff on administrative procedures and operational matters of the Bureau, ensuring adherence to the rules and regulations set out by the Organization.

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

Competencies Professionalism: Shows sound knowledge of protocol and diplomatic procedures; sound knowledge of current events as well as world geography; sound knowledge of the rules, regulations and procedures of ICAO; familiarization with the ICAO internal processes; ability to perform a broad range of administrative functions with strong analytical, proofreading, drafting and editing skills. 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.

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.

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.

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.

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.

Education Essential - A Diploma of College Studies (DEC) or equivalent.

Desirable - A first level university degree in administration, social sciences, or related area. Additional training or certification in office management, public and business administration, secretarial field, or related areas.

Work Experience Essential Six (6) years' experience in office administration work within the United Nations system or in another international organization, government or other public sector organization.

Experience in preparing correspondence and reviewing reports, presentations, working papers, or other official documentation.

Experience in dealing with high-level government officials within the United Nations system or other similar international organization.

Experience in dealing with sensitive and confidential matters with diplomacy and tact.

- Desirable Experience working independently in a fast-paced and demanding work environment.

Experience with latest information technology (IT) software applications, including Microsoft Word, PowerPoint, Excel and Share Point.

Languages Essential - Fluent reading, writing and speaking abilities in English and Spanish; and basic French.

Desirable - A working knowledge of a second language of the Organization (Arabic, Chinese, Russian).

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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 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-6 CAD 44,077

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.