Administrative Assistant, FIN

ICAO; Montreal (administrative region); On-site; CAD 45,000 - 65,000; Full time

Job summary

ICAO in Montreal, Canada, seeks an experienced administrative professional to support the Finance Branch with budgetary and financial documentation. You will handle statements, meetings documentation, correspondence, and HR-related papers while coordinating with banks and ensuring timely delivery of reports.

The role requires at least five years in administrative work, strong Microsoft Office skills, and excellent proofreading and editing abilities.

Qualifications

• Essential: High School Diploma or equivalent.
• Desirable: Secretarial and office automation courses (Word, Excel, Outlook).
• Essential: Minimum of five years of experience in administrative work, including preparing correspondence and reviewing working papers, reports, and presentations.
• Desirable: Experience within the UN Common System and with ICAO's administrative aspects.

Responsibilities

• Provide administrative support including preparing statements, compiling documentation for meetings, assisting with correspondence and State Letters, coordinating with banks, and preparing HR-related documents.
• Track deadlines, monitor task completion, and provide information for the Annual Report.
• Proofread and edit correspondence and documentation.
• Maintain electronic filing systems and assist with office services.

Skills

Professionalism

Administrative procedures

Communication

Planning

Organizing

Accountability

Diplomacy

Tact

Editing

Research

Computer literacy

Education

High School Diploma or equivalent

Secretarial and office automation courses

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Job description

Organizational context: The Finance Branch is responsible for developing and applying budgetary, accounting and financial policies and procedures, and the financial management of the approved budget in accordance with the Financial Regulations and Rules and Assembly and Council directives. The incumbent reports to the Personal Associate to the Chief Finance Branch and performs duties assigned by Financial Services and Accounting Services.

Job purpose: To provide office and administrative support to the Finance Branch, ensuring the smooth operation of financial processes and contributing to the preparation of financial documentation and reports.

Responsibilities: Provide administrative support including preparing statements, compiling documentation for meetings, assisting with correspondence and State Letters, coordinating with banks, and preparing HR-related documents. Track deadlines, monitor task completion, and provide information for the Annual Report. Proofread and edit correspondence and documentation. Maintain electronic filing systems and assist with office services.

Education: Essential: High School Diploma or equivalent. Desirable: Secretarial and office automation courses (Microsoft Word, Excel, Outlook).

Work experience: Essential: Minimum of five years of experience in administrative work, including preparing correspondence and reviewing working papers, reports, and presentations. Desirable: Experience within the UN Common System and with ICAO's administrative aspects.

Skills: Professionalism, strong knowledge of administrative procedures and office automation, advanced Microsoft Office skills (Excel, Word, PowerPoint), research, communication, planning and organizing, accountability, diplomacy, tact, computer, proofreading, and editing skills.

Required languages: English