Administrative Assistant (3 posts)

UN News; Montreal; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading organization is seeking an administrative support professional to assist with work programmes and quality management. This full-time role involves varied administrative tasks including document preparation and event coordination. The ideal candidate will have experience in office administration and be proficient in Microsoft Office applications.

Qualifications

• Minimum 4 years of experience in office administration.
• Fluent in English, with a working knowledge of a second language preferred.

Responsibilities

• Provides administrative and technical support to the section/unit's work programmes.
• Assists with quality management of documents and presentations related to the section/unit's activities.
• Helps organize and prepare for conferences, workshops, and related events.

Skills

Office Automation

Communication

Teamwork

Client Orientation

Education

Completion of secondary school

Courses in office automation and Microsoft software

Tools

Microsoft Word

Microsoft Excel

SharePoint

PowerPoint

Job description

THE ORGANIZATIONAL SETTING

The Air Navigation Bureau (ANB) is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. ANB provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. The Bureau also manages the Universal Safety Oversight Audit Programme (USOAP) and Continuous Monitoring Approach that monitors all States on a continuous basis.

The incumbent directly reports to the Chief/Programme Coordinator of the hiring section/unit and will provide efficient administrative support to the Chief/Programme Coordinator and technical officers to carry out the section/unit’s multidisciplinary work programmes.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results):

Provides administrative and technical support to the planning and implementation of the section/unit’s work programmes,achieving results such as:

• Assist in the review, update and amendment of the section/unit work programmes.
• Liaise with parties concerned on the production of briefings and analysis under the section/unit responsibilities.
• Maintain the section/unit’s website, ensuring the information thereon is up to date.

Function 2 (incl. Expected results):

Assists in the quality management of working documents,achieving results such as:

• Assist in reviewing and finalizing Council/Commission working papers, reports, briefing notes, PowerPoint presentations, etc. on subjects related to the section/unit’s activities. Proofread documents for completeness, accuracy and grammar.
• Ensure accuracy, completeness and conformity with established procedures.
• Assist in the preparation of technical manuals and other documents before submitting them to the Editorial Unit (EDL).
• Liaise with staff across the bureau and with other bureaus for the editing, translation and posting on the ICAO-NET of documents, including the Annexes and manuals, etc.
• Assemble/collate and proofread relevant input for ICAO publications, such as the Annual Council report and the ICAO Safety Report as well as external publications concerning the section/unit’s activities and disciplines for review by the section/unit’s Chief/Programme Coordinator and liaise with parties concerned.
  

Function 3

Provides administrative/technical support to the expert groups (panels and study groups, etc.) of the section/unit,achieving results such as:

• Assist Secretaries of panels and other expert groups in maintaining the websites of expert groups, including updating relevant information and uploading working papers, etc.
• Assist in editing and formatting incoming discussion and information papers from expert group members and advisers, in accordance with ICAO criteria.
• Draft letters, memoranda, reports and various correspondence from verbal instructions or handwritten drafts in accordance with ICAO practices and procedures.
• Assist in the conduct of expert group meetings, providing services such as collecting, preparing and distributing documentation.
• Verify the accuracy of material leaving the Section. Proofread and reviewed for correctness and format correspondence documentation and other written materials in conformity with established standards and procedures.
  

Function 4

Contributes to the management, assignment and monitoring of tasks related to the delivery of the section/unit’s work programme, as well as their timely completion and provides administrative support for pre-meeting/event and workshop preparations,achieving results such as:

• Provide administrative support to the section/unit’s Chief/Programme Coordinator and respective Technical Officers and Technical Clerk by tracking and raising alerts, when necessary, on task progress and taking necessary follow-up action to respect deadlines.
• Liaise with the ANB Events Organizer on the section/unit’s related events, such as conferences, workshops and symposia.
• Assist in the preparation of conferences/workshops/symposia in coordination with the section/unit’s Chief/Programme Coordinator and Technical Officers.
• Assist with the management of the meeting/event website.

Function 5

Provides administrative support for pre-meeting/event preparations,achieving results such as:

• Liaise with ANB Events Organizer and Regional Officers on related events, such as pre-registration for conferences/workshops/symposia and collection of credentials, as required.
• Provide assistance with pre-meeting preparations in collaboration with the section/unit’s Chief/Programme Coordinator, Technical Officers and other ANB administrative support staff, when necessary.
• Assist with the management of the meeting/event websites.

Function 6

Performs other related duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

Completion of secondary school.

Desirable

Completion of courses in office automation and/or computer courses in Microsoft Word, Excel, SharePoint, PowerPoint and other contemporary software.

Professional experience

Essential

• A minimum of 4 years of experience in office administration work. work.
• Experience in the use of office automation techniques and contemporary software, including Microsoft Word, Power Point, Excel and SharePoint applications.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

• A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish).

Competencies

Professionalism:Knowledge of office administrative procedures and practices.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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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 clients.

CONDITIONS OF EMPLOYMENT

It should be noted that this consultancy is to be filled for an initial period of twelve (12) months with a possibility of an extension. This is a full-time position.

Please note that the daily rate for Band A varies from CA$ 186 to CA$ 248.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at:ICAO Career 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.