Aviation Security Programme Assistant

ICAO; Montreal; On-site; CAD 42,000 - 58,000; Full time

Job summary

ICAO’s Air Transport Bureau, Aviation Security Policy Section, seeks an experienced administrative assistant to ensure the efficient functioning of the ASP Section and support international aviation security initiatives.

You will handle file management, document prep, correspondence, travel and finance tasks, meeting logistics, and secretariat duties, reporting to the Section Chief. English fluency and a post-high school background are required.

Qualifications

• High school diploma or equivalent is required.
• Minimum four years of administrative support experience.
• Experience using MS Office, maintaining records, and preparing official correspondence.
• Knowledge of office automation techniques and equipment.

Responsibilities

• Provides administrative and clerical support, including file management and document preparation.
• Handles correspondence and updates meeting websites and portal sites.
• Maintains databases and operational spreadsheets; supports travel and financial transactions.
• Assists with meeting logistics and secretariat services.
• Manages inboxes and tracks leave; supports daily section operations.
• Performs other related duties as assigned.

Skills

Professionalism

Teamwork

Communication

Planning and Organizing

Accountability

Education

High school diploma

Tools

MS Office

Office automation

Job description

Organizational context: The Air Transport Bureau (ATB) is responsible for activities related to ICAO’s Strategic Goals, including aviation security. The Aviation Security Policy (ASP) Section within ATB develops and maintains aviation security standards, guidance materials, and supports various committees and panels. The incumbent supports the ASP Section and reports to the Chief of the section.

Job purpose: To provide administrative and clerical support to the Aviation Security Policy (ASP) Section, ensuring the efficient functioning of the section and supporting its activities related to international aviation security.

Responsibilities: Provides administrative and clerical support, including file management, document preparation, and correspondence handling. Updates meeting websites and portal sites, maintaining databases and operational spreadsheets. Assists staff with administrative procedures, travel, and financial transactions. Supports meeting preparations by coordinating logistics, documentation, and secretariat services. Contributes to the daily functioning of the section, managing inboxes and tracking leave. Performs other related duties as assigned.

Education: High school diploma or equivalent is required. Additional training or certification in general office administration, public or business administration, or a related area is desirable.

Work experience: A minimum of four years of experience in administrative support in a public or private organization is required. Experience in using MS Office, maintaining records, and preparing official correspondence is also required.

Skills: Professionalism, Teamwork, Communication, Planning and Organizing, Accountability, knowledge of office automation techniques, equipment, and contemporary computer software for text/data processing.

Required languages: English