Administrative Assistant

International Civil Aviation Organization; Montreal; On-site; CAD 45,000 - 52,000; Full time

Job summary

A global aviation organization in Montreal is seeking an Administrative Assistant to provide comprehensive support to the Human Resources department. The role involves coordinating documentation, managing meetings, and fostering communications within HR. The ideal candidate should have at least 5 years of experience, be fluent in English, and possess a working knowledge of French. This position offers a fixed-term contract with a competitive salary package.

Benefits

Attractive benefit package

International work environment

Qualifications

• Minimum of 5 years’ administrative experience in human resources or related field.
• Fluency in English and working knowledge of French are essential.
• Experience with sensitive and confidential matters.

Responsibilities

• Provide office management and administrative support to the Deputy Director, Human Resources.
• Coordinate documentation and correspondence for HR-related activities.
• Manage appointments and meetings for the Deputy Director.

Skills

Administrative support

Communication skills

Team collaboration

Time management

Education

Completion of Secondary Education

Training in human resources or business administration

Tools

Microsoft Office Suite

HR Management Systems

Job description

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Special Notice : 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.

ICAO Core Values : Integrity, Professionalism, Respect for Diversity.

THE ORGANIZATIONAL SETTING

The Bureau of Administration and Services (ADB) plays a lead role in the efficient and effective administrative management of the Organization by ensuring the provision of high‐quality physical and human resources, applying the highest standards of work ethics and conduct, and using results‐based management skills and tools to support the Organization in implementing its Strategic Objectives in order to serve all stakeholder of the world aviation community. ADB is responsible for the coordination and administration of the following administrative and management services : human resources management (HRM); information management, web management and ICT services; building management and conference services; document and record management; language and publications services; secretariat services for the ICAO Assembly and Council; revenue‐generating activities; and travel services.

This position is situated in Human Resources in ADB.

The incumbent reports directly to the Deputy Director, Human Resources (DD / HR) in the Bureau of Administration and Services (ADB) who will assign day‐to‐day activities to the incumbent, set priorities, assess his / her performance and provide support and coaching.

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Performs The Full Range Of Office Management And Administrative Support Functions In The Front Office For The Deputy Director, Human Resources , Achieving Results Such As :

• Provides assistance in the coordination of documentation, correspondence, schedule of meetings and activities, and other tasks supporting DD / HR, including liaising with three HR Sections, namely, Staff Employment and Administration Section (SEA); Recruitment, Classification and Post Management Section (RCP); and Policy, Organization and Staff Development Section (POD).
• Review, proofread and edit incoming documentation to ensure completeness and consistency with ICAO procedures, practices and style.
• Responds or drafts responses to a wide range of correspondence and other communications.
• Support DD / HR in coordinating the preparation of various correspondence and documentation within HR, often of an urgent or confidential nature.
• Carry out substantial research for background documentation and for previous actions on specific matters.
• Maintains liaison with the Office of the Director ADB and with other ICAO Bureaus and Offices regarding HR related correspondences, priorities, administrative matters, tasks, etc.

Function 2 (incl. Expected results)

Performs administrative duties to the Deputy Director, Human Resources , achieving results such as :

Manage appointments and meetings for DD / HR, monitor priorities and deadlines, screening requests for appointments and meetings organized with parties throughout the Organization, as well as officials outside of ICAO.

Draft memoranda and other correspondence on administrative and others matters for signature by DD / HR, often of a sensitive and confidential nature and require meeting the highest organizational standards.

Provide advice and guidance to Professional and General Service staff on administrative procedures, working requirements, correspondence standards and working arrangements for the three HR Sections.

Monitor tasks assigned to the DD / HR by the Office of the Director, Bureau of Administration and Services (D / ADB) in order to facilitate the completion of tasks.

Ensure style, content appropriateness, correctness, completeness, as well as consistency with ICAO rules and procedures, on all correspondence and documentation before submitting to DD / HR.

Keep track of upcoming meetings and compilation of background documentation.

Assist in travel and administrative arrangements.

Function 3 (incl. Expected results)

Provides Assistance In The Coordination Of HR Related Activities (meetings, Training, Etc.), Communication, Special Projects, Documentation, And Resource / budget Requirements , Achieving Results Such As :

Act as HR Focal point in sending out HR Postmaster messages. Carries out quality control function for outgoing HR Postmasters; proofreads and edits texts for adherence for format, grammar, punctuation and style.

Provide support in coordinating resource and budget requirements for HR Sections.

Provide support in coordinating HR related documentation presented to ICAO Governing Bodies, including liaison on this matter with the Office of the Director ADB.

Provide support in keeping track of content of HR pages on the ICAO Intranet.

Serve as administrative focal point for UN Common System requests, inter‐agency correspondence and Joint Inspection Unit (JIU) surveys related to Human Resources.

Coordinate and organize meetings, special projects and activities as directed by DD / HR.

Function 4 (incl. Expected results)

Performs other related duties, as assigned, achieving results such as :

Submission of print job requisitions through EDEN and Hummingbird systems.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

Completion of Secondary Education.

Desirable

Additional training or certification in human resources, business administration, or related field.

Essential

Professional experience

A minimum of 5 years’ administrative experience in human resources, management or related field.

Proven experience in the use of modern information and communications technology for the processing and management of data.

Experience in preparing working papers, reports, briefing notes and power point presentations.

Experience in supporting administrative and management services and in dealing with sensitive and confidential matters with diplomacy and tact.

Work experience within an international organization or a government is an added value.

Languages

Essential

Fluent reading, writing and speaking abilities in English and working knowledge of French.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish).

COMPETENCIES

Professionalism : Knowledge of ICAO’s administrative and management practices and procedures. Familiarity with United Nations policies, rules and procedures. 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.

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.

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.

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.

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

G5 CAD 45,127

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit : ICAO Careers website.

NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.

Job Identification 28414

Posting Date 08 / 08 / 2025, 02 : 31 PM

Apply Before 08 / 26 / 2025, 03 : 59 AM

Job Schedule Full time

Locations Montreal, QC, Canada

Agency Int Civil Aviation Org

Grade G5

Vacancy Type Fixed Term

Vacancy Timeline 2 Weeks

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Industries

Airlines and Aviation

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