Administrative Assistant and Commissariat Operator, ADB

ICAO; Montreal (administrative region); On-site; CAD 50,000 - 70,000; Full time

Job summary

ICAO, Montreal, seeks an experienced administrative professional to provide support to the Head of Property Control, Logistics and Commissariat. You will manage correspondence, calendars, procurement processes, and documentation to ensure smooth Commissariat operations.

Qualifications include a high school diploma and at least five years of office administration experience, with strong Excel and MS Office proficiency. Familiarity with international organizations is a plus.

Qualifications

• High school diploma is required.
• Minimum of five years of relevant practical experience in office administration.
• Experience using modern information and communications technology for data processing and management.
• Experience within an international organization or UN system is desirable.

Responsibilities

• Draft correspondence and manage calendars.
• Assist with procurement and preparing documentation.
• Process sales and support Commissariat operations (inventory, financial entries).
• Manage incoming and outgoing correspondence and documentation as an administrative liaison.
• Support PCL coordination including website updates and business continuity.
• Assist with logistics and mailroom operations during colleagues' absence.

Skills

Professionalism

Written communication

Excel

Interpersonal skills

Customer service

Planning and organizing

Accountability

Education

High school diploma

HR / Business administration training desirable

Tools

Microsoft Office

Job description

Organizational context: The Bureau of Administration and Services (ADB) is responsible for the effective and efficient administrative management of the Organization, ensuring high-quality resources and applying high standards of ethics and conduct. The Safety & Security and General Services (SSG) Section manages security, safety, facilities, travel, commissariat operations, and property control. The Property Control & Logistics and Commissariat Unit (PCL) handles asset management, inventory, mail, diplomatic pouch, and the Commissariat.

Job purpose: To provide administrative support to the Head of Property Control, Logistics and Commissariat, manage correspondence and documentation, and support ICAO Commissariat retail operations.

Responsibilities: Provides administrative support including drafting correspondence, managing calendars, assisting with procurement, and preparing documentation. Supports Commissariat operations by processing sales, providing customer service, managing inventory, and performing financial entries. Manages incoming and outgoing correspondence and documentation, acting as an administrative liaison. Supports the coordinated management of PCL, including website updates and business continuity. Assists with logistics and mailroom operations during colleagues' absence.

Education: High school diploma is required. Additional training or certification in human resources, business administration, or a related field is desirable.

Work experience: A minimum of five years of relevant practical experience in office administration is required. Experience in using modern information and communications technology for data processing and management, preparing documentation (reports, notes, spreadsheets, presentations), and supporting administrative services with sensitive matters is required. Experience within an international organization or the UN system is desirable.

Skills: Professionalism, strong written communication, proficiency in Microsoft Excel, inter-personal and customer service skills, planning and organizing, and accountability.

Required languages: English