Transcription and Administrative Assistant

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 2,729 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 Assembly and Council Secretariat (ACS) is located within the Bureau of Administration and Services (ADB) in ICAO and is dedicated to facilitating the deliberation and decision-making processes of the governing bodies of ICAO by providing substantive secretariat support services to the sessions of the Assembly and Council as well as other international meetings.

The incumbent of this position reports directly to the Chief, Assembly and Council Secretariat (C/ACS). In doing so, the Transcription and Administrative Assistant supports the provision of secretariat support services for the sessions of the governing bodies.

Responsibilities Function 1 (incl. Expected results) Manages and supervises the provision of transcription services for meetings of the ICAO Council and Air Navigation Commission (ANC), achieving results such as:

• Prepare in a timely manner verbatim transcripts for the Council and Air Navigation Commission (ANC) meetings, as well as for other related ad hoc meetings as assigned.
• Demonstrate an ability to transcribe Council and ANC meetings simultaneously while assessing competing demands and priorities.
• Supervise the supplementary transcription typing staff who are employed on a temporary basis to transcribe meetings of the Council and ANC, while ensuring appropriate prioritisation of staff resources based on expected demands and incoming requests, including from the Office of the President and the Office of the Secretary General.
• Ensure verbatim transcripts are prepared and available in a timely manner to the Office of the President and the Office of the Secretary General, as well as other offices in the Secretariat in order to verify the accuracy of decisions taken by the Council (C-DECs) and subsequently in the preparation of Council minutes (C-MINs).
• Respond adequately in the provision of transcription services to meet the needs of précis-writers who are on the roster and responsible for covering meetings of the Council, Assembly, and ANC.
• In consultation with C/ACS, liaise directly with the Office of the President and the Office of the Secretary General to identify and resolve issues related to the preparation, circulation and access to verbatim transcripts on items of a confidential or sensitive nature.
• Monitor the electronic digital recording system used to record meetings of the Council and ANC to ensure the highest quality of transcription service provision and liaise directly with colleagues in the Conference Services Group as well in the Information Communication and Technology Section to resolve any related technological access issues.
• Monitor developments in other US system specialized agencies vis-à-vis digital recording systems to ensure that ICAO has the most up-to-date technological capability in transcription services.

Function 2 (incl. Expected results) Coordinate the provision of administrative support for meetings of the ICAO Council, achieving results such as:

• Draft and prepare memorandum requesting contributions from colleagues in the Secretariat in relation to the work programme of the Council and its Committee for each session of the Council, while ensuring that the memorandum are in conformity with existing practices and properly reflect appropriate timeline requirements of each session of the Council.
• Coordinate the initial preparation of the work programme of the Council, taking into account the submissions from other offices in the Secretariat and follow-up as appropriate to clarify any related issues.
• Prepare list of Council working papers that have already been presented to the Council, for inclusion in the bound volume of the summary minutes of previous Council meetings.
• Prepare the attendance sheets for meetings of the Council as an initial part of the process in the finalization of summary minutes.
• Liaise with the delegations of Member States represented on the Council to confirm the names and composition of delegations attending meetings of the Council.
• Process the finalized minutes of the meetings of the Council (C-MINs) for uploading to the ICAO website and liaise with the Office of the President and the Office of the Secretary General to follow-up on the approval process for the C-MINs.
• Support administrative preparations for sessions of the Council as required.

Function 3 (incl. Expected results) Serves as assistant focal point for the Secretariat and Council Delegations in the provision of support services for the Assembly, achieving results such as:

• Assist in the provision of basis guidance to Delegations of Member States and international organizations in the preparation of working papers to be submitted to the Assembly.
• Monitor the submission of incoming working papers from Member States and international organizations and undertake a preliminary review in relation to the accuracy, grammar and language style of the draft documentation.
• Assist in the proofreading of incoming working papers and liaise directly with Member States and international organizations in resolving basic issues related to ensuring compliance with documentation requirements.
• Undertake searches for reference materials that are required to be cross-referenced in Assembly working papers.
• Prepare draft letters to convey information to Member States relating to their attendance at Assembly sessions.
• Oversee the receipt, processing, and uploading of oral statements delivered by Member States.
• Assist in the facilitation and preparation of the reports from the subsidiary bodies of the Assembly.
• Assist C/ACS with the election processes undertaken during the sessions of the Assembly.
• Assist in the coordination of administrative arrangements related to the Assembly.

Function 4 (incl. Expected results) Updates required information on the ACS Sharepoint and Council secure site, achieving results such as:

• Create and update site content on the ACS Sharepoint and Council website.
• Monitor and regularly review the information on the Sharepoint and Council website to ensure that it is accurate, up-to-date and consistent with content elsewhere, including in relation to lists of Council Representatives, Regional Coordinators, and Rotation Groups.
• Monitor the information uploaded to the Council website relating to informal briefings, including presentations, and update as appropriate.
• Liaise and follow-up with colleagues in the Secretariat in relation to timeline and format of the presentations and other documentation to be uploaded.

Function 5 (incl. Expected results) Provides office and administrative support to the Assembly and Council Secretariat, achieving results such as:

• Respond in a timely manner to routine requests and questions from the Office of the President and the Office of the Secretary General, Delegations of Member States and other external entities in relation to the sessions and documentation of the Assembly and Council.
• Ensure that copies of documents, working papers, oral reports, summary records of the meetings of the Council (C-MINs), and other documentation related to the sessions of the governing bodies are maintained and up-to-date, including the filing of Annex amendments.
• Maintain the ACS reference library to ensure that documentation is up-to-date and available for use by delegates from Member States.
• Keep abreast of the rules, regulations and amendments to the Secretariat administrative instructions and policies.
• Ensure that ACS stationery resources are properly maintained and that all necessary materials are well supplied.
• Undertake the role of operational back-up to the Council Secretariat Assistant during the latter’s absence.

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

Competencies Professionalism: Knowledge of the work and structure of ICAO as well as familiarity of working with governing bodies. 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 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 Completion of secondary education, including advanced training in secretarial responsibilities.

Work Experience At least five (5) years of experience in secretarial work, including specifically typing experience that involves transcribing accurately and rapidly at the rate of at least 60 words per minimum in English is required

Languages Essential Fluent reading, writing and speaking abilities in English.

Desirable A working knowledge of any of the other official languages of the Organization (Arabic, Chinese, French, Russian or Spanish).

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 (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 Net Base Salary per annum G-5 CAD 40,362

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.