Administrative Assistant

International Civil Aviation Organization; Montreal (administrative region); On-site; CAD 50,000 - 70,000; Full time

Job summary

The International Civil Aviation Organization is seeking an administrative focal point for its Ethics Office. The role involves providing administrative and secretarial support, managing sensitive correspondence, and ensuring compliance with organizational standards.

Ideal candidates should possess at least six years of secretarial experience and proficiency in Microsoft Office and IT tools, alongside excellent communication skills. The position is full-time, with an initial contract period of 238 days.

Qualifications

• Minimum six years of secretarial and administrative work experience.
• Experience handling confidential information and proficiency in IT tools.
• Strong sense of confidentiality and discretion in sensitive matters.

Responsibilities

• Provide administrative and secretarial support to the Ethics Office.
• Ensure timely, high-quality correspondence and manage the office email.
• Assist in the administration of the Annual Financial Disclosure Programme.

Skills

Secretarial skills

Confidentiality

Communication skills

IT proficiency

Education

Completion of secondary school education and secretarial training

Tools

Microsoft Office

SharePoint

Job description

Organizational Setting

The Ethics Office functions on the principles of independence, impartiality, and confidentiality. Its activities foster and promote a culture of ethics, integrity, accountability, transparency, and respect within ICAO. The Office provides confidential advice and guidance on ethical challenges to management and staff, regardless of contract type and duration. It assists the Secretary General and the Council in cultivating a strong organizational culture of ethical behaviour and decision‑making, ensuring that ICAO staff perform their duties with the highest standards of conduct and without fear of retaliation. The Office also serves as a key advocate of ICAO principles and values through awareness and outreach activities, enhancing trust and reputation both internally and externally.

The incumbent reports directly to the Ethics Advisor and acts as the administrative focal point for the Ethics Office.

Major Duties and Responsibilities

• Provide administrative and secretarial support to the Ethics Office.
• Ensure timely, high‑quality office correspondence and monitor the ethics office email account, identifying items requiring sensitive handling and ensuring priorities and deadlines are met.
• Maintain records, including a coherent filing system and secure handling of confidential documentation.
• Contribute to the production of documentation by reviewing, proofreading, and editing materials such as memoranda, reports, working papers, meeting minutes, PowerPoint presentations, and Excel worksheets.
• Assist in the administration of the Annual Financial Disclosure Programme (FDP), including liaising with Directors, HR and other stakeholders to prepare eligible employee lists; inviting employees, sending reminders, ensuring 100% compliance; administering the FD database and providing help desk support via email, Microsoft Teams, and in person.
• Arrange appointments and organize the meeting schedule of the Ethics Advisor, assembling documentation and providing logistical support.
• Act as the HR focal point for the Ethics Office, managing consultant employment matters such as attendance records, contract documentation, and related responsibilities.
• Assist in the submission and monitoring of purchase requests and orders for procurement of goods and services using the ERP system Quantum.
• Coordinate travel arrangements, including travel authorisations, hotel reservations, visa arrangements, and processing travel expense claims.
• Maintain office supply inventory and coordinate repairs for office equipment, liaising with building management for facility related requests.
• Facilitate prompt IT support for the Ethics Office by coordinating with Help Desk staff in the ICT Section.
• Liaise with the Languages and Publications (LP) Section to ensure accurate and timely translation and production of the Ethics Office’s Annual Report and other materials.
• Perform other duties as assigned.

Qualifications and Experience

Essential

Educational background: Completion of secondary school education supplemented by secretarial training and courses in office automation.

• Minimum six years of secretarial and administrative work experience.
• Extensive experience handling confidential information, preparing notes, correspondence, presentations, and reports; proficiency in IT tools such as web‑based systems, Microsoft Office, SharePoint, Windows 10.
• Excellent communication skills and ability to collaborate effectively with a wide range of individuals.
• Strong sense of confidentiality and discretion in handling sensitive matters.

Desirable

• Experience working with an international organization, preferably within the United Nations (UN) system, including ICAO.
• Knowledge of UN ethics, standards of conduct, ethics and compliance, and/or protection against retaliation.
• Experience in data collection and analysis, and in using the Quantum system.
• Front office experience, including direct interaction with internal and external stakeholders.

Language Skill

Essential

• Fluency in reading, writing, and speaking English, with working knowledge of French.

Desirable

• Working knowledge of any other language of the Organization (Arabic, Chinese, Russian, or Spanish).

Conditions of Employment

The assignment is for an initial period of 238 working days over 12 months, starting as soon as possible. A competitive rate (Band B) will be offered depending on the assignment and qualifications required.

Notice to Candidates

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it require bank account details. Requests of this nature are fraudulent and should be disregarded.

• Job Identification 34814
• Posting Date 06/12/2026, 03:26 PM
• Apply Before 06/27/2026, 03:59 AM
• Job Schedule Full time
• Locations Montreal, QC, Canada
• Agency Int Civil Aviation Org
• Vacancy Type Individual Consultancy
• Vacancy Timeline 2 Weeks