Administrative Assistant at ICAO

Montreal, Quebec, Canada -

Full Time

Start Date

Immediate

Expiry Date

10 Apr, 26

Salary

48033.0

Posted On

10 Jan, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Coordination, Communication, Planning, Organizing, Teamwork, Professionalism, Client Orientation, Creativity, Technological Awareness, Continuous Learning, Human Resources, Document Preparation, Report Writing, Aviation Security, Facilitation

Industry

Airlines and Aviation

Description

The Organizational Setting Within the Air Transport Bureau (ATB), the Deputy Director for Aviation Security and Facilitation (DD/ASF) is responsible for ICAO’s Strategic Objective on enhancing civil aviation security and facilitation. Four Sections report to DD/ASF: the Aviation Security Audit (ASA) Section, the Aviation Security Policy (ASP) Section, the Implementation Support and Development – Security (ISD-SEC) Section and the Facilitation (FAL) Section. These Sections lead the development and maintenance of Annex 17 – Security, Annex 9 – Facilitation and related guidance material, provide implementation advice and coordinate assistance to States, and manage the ICAO Universal Security Audit Programme (USAP). Furthermore, these Sections also coordinate the activities of the Regional Officers, Aviation Security (AVSEC) and Facilitation (FAL), and maintain close relationships with States’ AVSEC and FAL Authorities, other UN agencies, international and regional organizations, multinational funding institutions, industry and academia. The four Sections provide support to ICAO deliberative bodies and other internal and external entities, including Panels and their working groups, other Bureaus and ICAO Regional Offices. The incumbent reports directly to DD/ASF, from whom s/he receives instructions and seeks advice and guidance on assignments involving difficult or non-routine projects. The incumbent is responsible for ensuring the coordination of work submitted by the four ASF Sections and provides input to DD/ASF on complex administrative, and human-resource-related matters. The incumbent is directly responsible for his/her actions as well as for the quality of services rendered. Major Duties and Responsibilities Function 1 (incl. Expected results) Coordinates and assists with the overall management and support for the implementation of ASF programmes and activities, achieving results such as: Coordinate and manage the workflow of ASF by setting target dates for Sections, assigning tasks according to priorities and setting deadlines to ensure their timely completion. Ensure immediate redistribution of all incoming correspondence and prioritize for necessary follow-up action. Create and maintain processes and procedures to enhance the productivity of ASF. Maintain a follow-up system and monitor and report the progress of projects to DD/ASF for timely actions on outstanding matters. Provide efficient follow-up on queries directed to the Office, as necessary. Act as a focal point for all ASF Sections regarding administrative, operational and procedural matters. Prepare consolidated documents by coordinating between the ASF Sections and assembling input received. Provide continuous liaison and coordinate correspondence with the Office of the Director of ATB. Coordinate HR-related matters for ASF Sections. Coordinate and communicate with other Bureaux and ICAO Regional Offices on administrative matters, as necessary. Function 2 (incl. Expected results) Provides administrative support to the Office of DD/ASF, achieving results such as: Receive visitors, screen, coordinate and schedule requests for access to DD/ASF. Answer queries on the work of ASF, and follow-up on and keep track of outstanding queries. Receive, review, distribute and monitor correspondence and documents, and identify complex or sensitive correspondence for special treatment. Initiate searches for reference material and other information, as required. Respond to general routine queries and correspondence. Schedule appointments for DD/ASF with representatives from Delegations, Member States, Ministries and external counterparts, as necessary. Assist and prepare DD/ASF for participation in meetings and coordinate material from a variety of sources. Prepare DD/ASF travel authorizations, travel claims and make necessary travel arrangements, including visas, hotels, registrations, etc. Track ASF staff annual leave and maintain a spreadsheet. Prepare reports, briefing notes and PowerPoint presentations for DD/ASF, as necessary. Assist in the organization of aviation security conferences and seminars at ICAO Headquarters and in the ICAO Regions. Function 3 (incl. Expected results) Assists in the production of documentation emanating from the Office of DD/ASF, and from the ASF Sections (ASA, FAL, ISD and ASP), achieving results such as: Draft and supervise the preparation of correspondence, documentation, letters, memoranda, etc. on subjects related to ASF activities, including the preparation of requisitions for translation and printing. Review and edit letters, working papers and documents produced by the ASF Sections for consistency with ICAO procedures, practices and style, as well as for completeness, content and grammar, and provide comments as necessary regarding the content, prior to presenting them to DD/ASF. Proofread all communications prepared by the ASF Sections and destined for approval by DD/ASF or higher to ensure administrative work is done in accordance with ATB and ICAO practices and procedures. Compile, maintain and update written administrative guidelines, reporting requirements, correspondence standards, templates and working arrangements. Finalize State letters, Electronic Bulletins, memoranda, briefings and reports, for approval and signature by DD/ASF or higher. Keep abreast of ICAO regulations, rules, policies and procedures, and communicate all changes to the ASF Sections. Function 4 (incl. Expected results) Coordinates the preparation of working papers and reports addressing activities of ASF programmes required for the Assembly, Council, ATC and Aviation Security Committee (ASC), achieving results such as: Assist in the development and drafting of reports and working papers for the Assembly, the Council, the ATC, and the ASC, as required. Conduct quality review of working papers and reports to ensure high quality in terms of accuracy, completeness and adherence to ICAO procedural guidelines; cross-checking references for accuracy including providing necessary research. Process draft working papers for approval by DD/ASF. Prepare administrative reports on activities, briefing material and summary reports as requested by the Office of Director, Air Transport Bureau (D/ATB), including submissions for inclusion in the Annual Report of the Council. Coordinate the review of working papers and reports with the Office of D/ATB, as required. Function 5 (incl. Expected results) Provides assistance, advice and guidance to ASP Professional (P) and General Service (GS) Staff on administrative procedures, achieving results such as: Ensure that ICAO rules and procedures are followed. Assign, coordinate and review work prepared by other staff. Liaise with other Bureaus for required information. Disseminate instructions and new guidance or changes to the established practices. Function 6 (incl. Expected results) Performs other related duties, as assigned. Qualifications and Experience Education Essential: High school diploma or equivalent is required, is required. Professional experience Essential: A minimum of five (5) years of relevant experience performing various administrative duties. Experience dealing with sensitive and confidential matters. Desirable: Experience with maintaining harmonious working relationships in a multicultural environment, demonstrating a proven ability to work in a team environment. Experience in working in international organizations or United Nations agencies. Experience in working in the field of aviation security and/or facilitation. 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). 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. 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. Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve. Conditions of Employment 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 $48,033

Responsibilities

The Administrative Assistant coordinates and manages the workflow of the Aviation Security and Facilitation (ASF) Sections, ensuring timely completion of tasks and effective communication. The role includes providing administrative support to the Deputy Director for Aviation Security and Facilitation (DD/ASF) and assisting in the production of documentation and reports.