Deadline: 2 September 2015
The International Civil Aviation Organization (ICAO) is currently accepting applications from the eligible applicants for the post of Administrative Assistant based in Montreal, Canada.
ICAO works with the Convention’s 191 Member States and global aviation organizations to develop international Standards and Recommended Practices (SARPs) which States reference when developing their legally-enforceable national civil aviation regulations.
Key Job Responsibilities
The Administrative Assistant will perform the following functions-
- Prepare draft letters, memoranda, reports, e-mails, and various other correspondence often of a confidential or urgent nature, from verbal instructions, handwritten drafts. Prepare routine correspondence. Ensure that priorities and deadlines are met.
- Take messages of incoming phone calls received for DD/AN; answer, transfer and/or channel phone calls.
- Manage calendar of appointments and meetings for the DD/AN, provide reminders on priorities and deadlines; screen requests for appointments and meetings organized with parties throughout the Organization as well as officials outside of ICAO.
- Keep time and attendance records, maintain leave plans of staff and prepare routine administrative paper work such as travel forms for the DD/AN and Technical Officers.
- Coordinate and facilitate scheduling of meetings, maintain and keep track of appointments on the electronic calendar, including receiving visitors.
- Receive visitors from all levels, including representatives of Delegations to ICAO, ANC Members, Officials of Member States and ICAO staff members and /or external stakeholders.
- Review routine Bureau-internal correspondence and documents for consistency with ICAO procedures, practices and style, prior to presenting them to D/ANB for approval.
- Provide continuous liaison and coordinate correspondence with ANB Front Office.
- Identify complex or sensitive correspondence for special treatment or immediate attention.
- Dispatch correspondence, including in electronic format, identify, track, prioritize and achieve appropriate follow-up actions on routine Bureau-internal correspondence.
- Draft routine letters or other documentation upon instruction by DD/AN.
- Assist in proofreading documentation for accuracy, completeness and consistency with ICAO procedures, practices and style.
- Photocopy and scan documentation, as required.
- Provide support to Section Chiefs in order to facilitate the completion of tasks directly assigned to them by setting deadlines and monitoring the progress of task completion, including efficient utilization of a task management tool.
- Submit print job requisitions through EDEN and Hummingbird systems.
- Maintain copies of documents, instructions, reports and records up-to-date.
- Maintain annual leave and strength returns for the Office.
- Support the work of the ANB Front Office, when required.
- Initiate draft correspondence for requests of secondment extensions for the Secretary General (SG) and Director General of Civil Aviation (DGCA) approval and take necessary follow up action in coordination with ANB HR Focal Point.
Eligibility Criteria
Applicants must have-
- Secondary education required, with additional training or certification in office administration or related areas.
- At least five years of experience in office administrative work.
- General knowledge of broad aspects of aviation.
- Three years of experience in office administrative work in an international organization, working for an executive or high level official.
- Knowledge of the Air Navigation Secretariat Instructions (ANSI).
- Knowledge of ICAO’s activities, practices and procedures, in particular of all administrative aspects of the Organization.
- Knowledge of the structure/functions of the organization, in particular of the Air Navigation Commission and the Council.
- Knowledge of the ANC Procedures and Guidelines.
- Knowledge of and experience in website design, and other advanced software application, such as SharePoint, Photoshop Illustrator, Corel Draw, Acrobat and/or other graphic design skills.
- Fluent in reading, writing and speaking abilities in English.
- Knowledge of any of the other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).
How to Apply
Application s must be submitted through online process.
For more information, please visit ICAO.
