SPECIAL NOTICE:

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.

EDUCATION

Successful completion of secondary education, including relevant training in office automation, or in a related field.

Function1 (incl. Expected results)

Organises and maintains the Human Resources registry system, achieving results such as:

• Set up and maintenance of the HR registry system in accordance with ICAO rules and procedures.
• Create new subject files as required and dispose of old files in accordance with the established retention schedule.
• Maintain the archives, making sure files are properly stored and accessible, and that documents are secure.
• Provide photocopies of material from the confidential registry files, as requested by staff.
• Coordinate the collection of reference and background material from registry files.
• Prepare correspondence and reports related to registry activities.
• Create and maintain an electronic registry system for Human Resources.

Function 2 (incl. Expected results)

Establishes effective records management, achieving results such as:

• Receive, register code documents, letters and other correspondence and store in proper files.
• Review, record and sort incoming and outgoing mail and maintain an up-to-date register.
• Maintain file movements within Human Resources and to the Office of the Director, ADB using an established tracking system.
• Follow up on actions to be taken by the relevant HR Sections.
• Verify completeness and accuracy of returned files and determine the need for the creation of new files.
• Maintain and update the list of registry files on a regular basis, including classification of files.

Function 3 (incl. Expected results)

Coordinates and records progress of digital filing of HR records and process flows, achieving results such as:

• Facilitate, document processes and maintain reports on progress of digitization of HR records.
• Provide administrative support and custody of newly developed process maps and manuals to support in navigating the digital filing, digitized workflows and the standardized electronic filing system to support training of Section staff on the digital filing system.
• Organize and maintain the SEA filing rooms and maintain properly indexed register of physical aligned to the digitized and electronic filing systems for ease of access.
• Liaise with the relevant teams for preparation and proper archiving of digitized physical files in accordance with the ICAO guidelines for archiving files.

Function 4 (incl. Expected results)

Performs quality control functions, achieving results such as :

• Ensure that paper files are complete, and documents are in chronological order and that all paper and electronic records on file are correctly classified and identified.
• Ensure that files do not contain non-record material, and that copies or cross-references by other appropriate means are made for all relevant files in the case of a multiple-subject record.
• Ensure that data entries are complete and accurate according to Records Management procedures, such as keywords, dates, type of document, etc., and that duplicate records are removed.

Function 5 (incl. Expected results)

Develops and maintains a well-organized and user-friendly Records and Registry Room for effective access and information retrieval, achieving results such as:

• File documents into appropriate folders and ensuring that confidential files are secured.
• Ensure that the labelling and placement of folders is in order in the relevant filing rooms/cabinets and inactive files are removed and sent for archiving.
• Review on a daily basis the SEA in-box for incoming messages and faxes and distribute to appropriate staff for action.
• Ensure the accurate provision of files, documents or information requested by determining the subject of the inquiry and the correct file title and number through searching the records management and other databases, through the knowledge of ICAO organization and operations, or through consultation with clients.
• Develop and maintain a file tracking system for the Section.
• Archive files of separated staff members on a regular basis ensuring that files are retained in the filing room for a period of two years after separation date.
• Provide timely information to user(s) in the case of complex inquiries, not only related to file on which the desired record has been placed, but also to other files which may be necessary to provide complete background to the situation or enable the user to take the appropriate action.

Function 6 (incl. Expected results)

Performs a variety of functions related to office support, statistics and surveys, achieving results such as:

• Assist the HR Assistant (Office Support) in managing incoming/outgoing mail.
• Provide back up support in terms of processing requests for visas, staff accreditation and “To Whom It May Concern” (TWIMC) letters.
• Assist in generating statistical reports for submission to Protocol Ottawa and Protocol Quebec.
• Ensure an adequate and timely supply of stationery items is available to the Sections.
• Prepare monthly absence report for staff of the Section and maintain and update leave plan for the Section.

Function 7 (incl. Expected results)

Coordinates with SEA staff in the preparation and maintenance of a calendar of activities for SEA, achieving results such as:

• Format and post Staff Notices and postmaster messages
• Assist in the preparation of working papers, reports and presentations on HR related issues
• Review and revise correspondence, working papers and other documents for completeness, accuracy, grammatical correctness and for compliance with editorial standards.
• Gather information for various HR related surveys, as assigned.

Function 8 (incl. Expected results)
Performs other related duties, as assigned.