ADMINISTRATIVE ASSOCIATE, PRES

Overview

Provide comprehensive administrative support to the Office of the President.

You have:

• A Diploma of College Studies (DEC) in general office administration or equivalent educational degree is required.
• Six years of experience in office administration work is essential.
• Strong knowledge of administrative procedures and extensive knowledge of MS Office.
• Experience in preparing correspondence is essential.
• Experience in a high pressure post is essential.
• Fluent reading, writing and speaking abilities in English are essential.
• A working knowledge of French is required.
• A working knowledge of another official language of the Organization (Arabic, Chinese, Russian, Spanish) is desirable.

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 2,899 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 Office of the President of the Council (PRES) is responsible for carrying out the directions of the Council which is a permanent body of the Organization responsible to the Assembly. The Council has numerous functions, notable among which are to submit annual reports to the Assembly; carry out the directions of the Assembly; and discharge the duties and obligations which are laid on it by the Convention on International Civil Aviation. It also administers the finances of ICAO; appoints and defines the duties of the Air Transport Committee, as well as the Committee on Joint Support of Air Navigation Services, the Finance Committee, the Committee on Unlawful Interference, the Technical Co-operation Committee and the Human Resources Committee. It appoints the Members of the Air Navigation Commission and it elects the members of the Edward Warner Award Committee. Another key function of the Council is to appoint the Secretary General. The Council gives continuing direction to the work of ICAO. In this regard, one of its major duties is to adopt international Standards and Recommended Practices (SARPs) and to incorporate these as Annexes to the Chicago Convention.

The incumbent of this post reports directly to the Associate Administrative Officer in PRES with whom s/he consults on complex administrative issues.

Responsibilities F u n c t i o n 1 ( i n c l . E x p e c t e d r e s u l t s )

Provides office service support, achieving results such as:

Perform thorough review of incoming correspondence, identifying complex or sensitive issues requiring the President’s immediate attention, refer others to the Associate Administrative Officer or the Personal Assistant to the President, as necessary and follow up on actions to be taken. Dispatch correspondence, on behalf of the President of the Council. Research and provide reference material for the President, as necessary, for Council and Committee meetings. Assist the President’s spouse in her capacity as President of the ICAO Club of Spouses of Diplomats. Compile records and prepare requests for reimbursement of federal and provincial sales tax. Maintain the President's files of correspondence and his library of speeches, and maintain and amend office copies of documents, instructions, reports, notices, circulars and records in the languages required. Liaise with the ICAO driver concerning President’s appointments. Receive visitors from all levels including Ministers, Directors General of Civil Aviation, Representatives on the Council, and others, according them appropriate treatment. Ensure efficient organization of administrative matters related to PRES and its workload. Organize official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, special equipment, etc.).

F u n c t i o n 2 ( i n c l . E x p e c t e d r e s u l t s )

Contributes to the management of PRES incoming and outgoing correspondence, achieving results such as:

Draft correspondence, in electronic and hardcopy format prepared for signature by the President of the Council, for review and approval. Independently handle a wide range of information requests and inquiries; respond, or draft responses, to a diverse range of correspondence and other communications. Screen and prioritize all incoming correspondence. Ensure immediate action for all incoming correspondence. Exercise quality control function for all outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation and style. Provide accurate proofreading and editing of incoming documentation to ensure accuracy of references, completeness, grammar, spelling, meaning and consistency with ICAO procedures, practices and style. This task often requires substantial Research for background documentation and for previous actions on specific matters. Arrange for translation of working papers and other PRES documentation with a mark-up for electronic submission, coordinating with language sections and the Documents Management and Outsourcing Unit in order to meet deadlines. Edit and finalize documents, often of a confidential nature, such as Council working papers, reports and correspondence. Provide support in the preparation of working papers and other documentation for the ICAO Council and Committees of the Council. Track, prioritize and follow up on actions related to routine correspondence. Provide support for the President’s presentations at meetings and other official events by researching issues, preparing slides and subject files, compiling relevant background documents and references, etc. Use standard word processing software to produce a wide variety of large, complex documents and reports.

F u n c t i o n 3 ( i n c l . E x p e c t e d r e s u l t s )

Provides administrative support, achieving results such as:

Provide administrative and operational assistance to the Office of the President, implementing administrative procedures and systems to ensure smooth functioning of the Office. Provide sound advice and guidance to Professional and General Service staff on administrative procedures and operational matters of the Organization, including with regard to the Assembly, the Council and its Committees, ensuring adherence to the rules and regulations set by the Organization. Manage appointments, schedules, and meetings for the President of the Council, including reminders of priorities and deadlines, screening requests for appointments and meetings organized with parties throughout the Organization as well as officials outside of ICAO. Liaise with other bureaus and offices in arranging meetings for the President of the Council. Liaise with Conference, Security and General Services Section (CSG) and Legal Affairs and External Relations Bureau (LEB) on visits of high-level dignitaries. Request briefing material for the President’s meetings, by setting deadlines and monitoring the progress of task completion, including by efficient utilization of a task management tool. Perform web management and administration of the Office of the President’s SharePoint website. Serve as Focal point for information uploads. Support the management of both the public and private Council webpages by ensuring that content is current. Maintain the President’s social media accounts and post content on his behalf. Maintain stock of office supplies. Assist in the coordination of the President’s mission travel arrangements by submitting and following up on requests for visas, travel authorizations, travel claims and requests for reimbursement, etc. Coordinate and monitor multiple and diverse activities and work processes to ensure that directives and decisions emanating from the President’s Office are carried out in a timely manner.

F u n c t i o n 4 ( i n c l . E x p e c t e d r e s u l t s )

Serves as the Focal Point for PRES in maintaining records and ensure efficiency of PRES, achieving results such as:

Monitor leave for PRES staff, maintain attendance records and prepare monthly attendance returns. Maintain registry files and index correspondence electronically; serve as focal point for the electronic documents and records management system. Respond rapidly to requests and questions from Delegations, the Office of the Secretary General, Directors of Bureaus, and Section Chiefs. Handle a wide range of administrative duties/processes within PRES (e.g. leave and attendance records, timesheets, expense statements, telecommunications charges, equipment purchases, service and supply requisitions, conference room bookings, etc.).

F u n c t i o n 5 (incl. Expected results)

Performs other related duties as assigned.

Competencies Professionalism: Sound knowledge of ICAO’s activities, policies and procedure, the Rules of Procedure for the Council and its Standing Committees, the Rules of Procedure for the Assembly, protocol and diplomatic procedures and current events as well as world geography. 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 A Diploma of College Studies (DEC) in general office administration, or equivalent educational degree.

Work Experience Six years’ experience in office administration work is essential Strong knowledge of administrative procedures as well as computer skills and extensive knowledge of MS Office and maintenance of records is essential Experience in preparing correspondence is essential Experience in a high pressure post is essential Five years’ experience in office administration work with ICAO is desirable

Languages Essential Fluent reading, writing and speaking abilities in English and a working knowledge of French.

Desirable A working knowledge of another official language of the Organization (Arabic, Chinese, Russian, Spanish).

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 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 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 According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations 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. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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 internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the 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 on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Potential interview questions