Associate Administrative Officer

Overview

Provide administrative support in legal affairs and external relations.

You have:

• An advanced-level university degree (Master’s degree or academic equivalent) in law, public or business administration, management or a related field is required.
• A minimum of two (2) years’ experience in the provision of professional support services / executive assistance in planning, management and coordination within a national government, public service or international organization is required.
• Experience in conducting research and review using diverse research sources is required.
• Experience in reviewing and synthesizing legal, administrative or management information and presenting findings and recommendations is required.
• Practical experience in assisting with performance management is desirable.
• Experience in assisting with human resources management, financial allotments or budget preparations is desirable.
• Experience in the UN system or similar international organizations is desirable.
• Fluent reading, writing and speaking abilities in English are essential.
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Contract

This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be between 76,747 USD and 104,241 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 Legal Affairs and External Relations Bureau (LEB) provides advice and assistance on legal and external relations matters generally and in support of ICAO’s Strategic Objectives, to the ICAO Member States, the Governing Bodies, the President of the Council, the Secretary General, other ICAO Bureaus and Regional Offices. With regard to legal matters, the Bureau is responsible for: the provision of legal advice to the Governing Bodies and the Secretariat on any issue of law, in particular on international law and air law; the general development of air law; the review of all agreements and contracts; and the performance of the treaty depositary functions of the Organization. With regard to external relations matters, the Bureau is responsible for: maintaining close and harmonious working relations with Member States; serving as focal point for the Organization’s relations with the Host Government; carrying out liaison and protocol functions; and monitoring and providing policy guidance and advice on current political events which might affect ICAO. LEB is also responsible for the communications function of the Organization which includes developing and implementing a comprehensive communications programme and acting as the principal point of contact for all media-related activities. The Associate Administrative Officer reports to the Director, Legal Affairs and External Relations Bureau (D/LEB) whom he/she consults on a regular basis for direct input and direction. The incumbent provides direct support and assistance to the Director in the management and efficient direction of the Bureau, including programme performance and budget management functions, as well as ensures efficient support to the Director in governing body related activities.

Responsibilities

Under general guidance of the Director, the incumbent will perform the following functions: Function 1 (incl. Expected results) Provides support to the Director in the activities related to the Council, Assembly and their Commissions, Committees and working groups, the Legal Committee and other bodies of the Organization, achieving results such as: • Assist with the planning, preparation and coordination of session work schedules and related activities, coordinate the preparation, review and recommendation of agenda items in respect of programmes in the legal fields. • Assist with the preparation and coordination of working papers, summaries of decisions, studies and reports for submission to the meetings of the Council, the Assembly and their commissions and committees, the Legal Committee and other bodies of the Organization including various Committees, Commissions, Working Groups, Panels, Study Groups, and Task Forces in the legal fields. • Prepare background documents, speeches, PowerPoint presentations, speaking notes, notes for the file. • Assist following up on decisions taken by the Council, the Assembly and their commissions, committees and working groups, the Legal Committee and other bodies of this Organization. Function 2 (incl. Expected results) Assists the Director in performing management functions of the Bureau, achieving results such as: • Liaise and coordinate with LEB Deputy Director, Head of Unit and staff, other Bureaus and Offices of the Organization: ensure that internal and external communication flows are maintained. • Manage the Director’s agenda and missions, ensuring the timely preparation of relevant files, background documents, mission reports. • Assist in organizing and documenting LEB meetings, including preparation of agenda, minutes, notes and briefing to staff, follow-up on the implementation of decisions taken. • Coordinate the work of the assigned staff in the Office of the Director, LEB; develop and maintain guidance manuals for the management and operation of LEB activities. • Assist in preparing timely and appropriate replies to correspondence, enquiries, inter-office memoranda and other requests. • Propose amendments for accuracy, clarity and improvement of style of such documentation. Function 3 (incl. Expected results) Assists in coordinating activities related to programme performance and budget management and prepares related documents or reports, achieving results such as: • Contribute to the preparation of the LEB Management Assurance Statement and Declaration. • Assist in coordination and preparation of the LEB operating plan and the key performance indicators, review timetables of activities to assess consistency of execution dates with operating plans. • Assist in the preparation of LEB portion of the Business Plan, triennial budget, the Annual Report of the Council, the Corporate Performance Monitoring and Reporting and the Corporate Risks Register and other reports. • Provide regular report on LEB budgetary allocation and expenses and assist in coordination of LEB mission travel schedule and budget. Function 4 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: 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. 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 her/his 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.

Education

An advanced-level university degree (Master’s degree or academic equivalent) in law, public or business administration, management or a related field, is required. A first-level university degree, in combination with two (2) additional years of qualifying experience in law, public or business administration, management or a related field, may be accepted in lieu of the advanced university degree.

Job - Specific Qualification

Not available.

Work Experience

• A minimum of two (2) years’ experience in the provision of professional support services / executive assistance in planning, management and coordination within a national government, public service or international organization is required. • Experience in conducting research and review using diverse research sources (including electronic sources on the internet, intranet, and other databases) is required. • Experience in reviewing and synthesizing legal, administrative or management information, and presenting findings and recommendations as needed is required. • Practical experience in assisting with performance management is desirable. • Experience in assisting with human resources management, financial allotments or budget preparations is desirable. • Experience in the UN system or similar international organizations 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

It should be noted that this post is to be filled on a fixed-term basis for an initial period of one (1) year (first year is probationary for an external candidate). 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. 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, in accordance with the provisions of the ICAO service code. 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 P-2 Rate Net Base Salary per annum + Post Adjustment (net) per annum() USD $50,377 + USD $ 24,231 () Post Adjustment is subject to change.

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.

Potential interview questions