Programme/ Administrative Assistant.G4

Job Opening

Posting Title: Programme/ Administrative Assistant, G4

Job Code Title: Programme Management Assistant

Department/Office: International Civil Aviation Organization

Duty Station: MONTREAL

Posting Period: 14 July 2021 – 28 July 2021

Job Opening Number: 21-Programme Management-ICAO-159879-R-Montreal (X)

Staffing Exercise N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

ICAO’s activities in the environment field aim to limit or reduce the impact of international aviation on noise, local air quality and the global climate. This position is situated in the Climate Change Section (CLC) within the Air Transport Bureau (ATB) in ICAO. CLC is responsible for supporting the development of policies, conducting studies and providing guidance on measures to address aviation’s contribution to climate change, including sustainable aviation fuels, market-based measures (MBMs) and international cooperation on climate change. It also provides support to the Assembly, the Council and its Advisory Group on the Carbon Offsetting and Reduction Scheme for International Aviation (CORSIA), as well as the technical work related to climate change conducted by the Committee on Aviation Environmental Protection (CAEP) and Technical Advisory Body (TAB).

The incumbent reports directly to Chief, Climate Change Section (C/CC), who assigns tasks and facilitates complex technical matters. It is expected that the incumbent will be able to work with minimal supervision on tasks assigned. This post requires extensive coordination with the Environmental Standards Section.

Responsibilities

Function 1 (incl. Expected results)

Ensures the smooth running of CC in terms of office management and administrative procedures, achieving results such as:

• Provide comprehensive administrative support to C/CC, as well as Deputy Director, Environment and the Technical Officers, to meet high priority deadlines of the Section.
• Ensure timely provision of background information for those items requiring the Section’s attention.
• Ensure proper administrative procedures are followed in accordance with corresponding ICAO rules, regulations and policies.
• Compile, maintain and process timesheets and Statements of Work performed by Consultants.
• Provide efficient screening, coordination and scheduling of meeting requests with the Section; maintain electronic calendars; receive visitors.
• Liaise with ICAO’s Travel Unit to obtain estimates and make travel arrangements and/or provide assistance in travel arrangements for the Section’s Officers’ participation at meetings away from Headquarters.
• Provide advice and guidance to professional and general service staff on administrative procedures, correspondence standards and reporting requirements.
• Monitor staff movements/availability and annual leave/sick records for the Organizational Entity and prepare Monthly Attendance Reports.
• Assist in the training and work allocation of new or temporary administrative staff assigned to the Section.
• Provide back-up admin support for Environment (ENV) administrative staff.

Function 2 (incl. Expected results)

Processes documents related to working groups, task groups, and meeting documentation, including publications, achieving results such as:

• Consolidate input/information for, and assist in the preparation and revision of working papers, reports and presentations and other documents for completeness, accuracy, grammatical correctness and to editorial standards.
• Assist C/CC in the preparation of amendments to ICAO environment-related documents and working papers for the Air Navigation Commission (ANC), ATC, Council and Assembly.
• Create and submit jobs for translation through the Electronic Documents and Enquiry Network system.
• Liaise with Language and Publications to ensure accuracy and timely production to meet required timelines.
• Liaise with Documents Management and Outsourcing Unit and Editorial Unit concerning the production and distribution of publications.
• Monitor, consolidate and report on the replies from States and international organizations to State Letters originated by the Section.
• Compile and research documentation, reference material and other information required for various internal and external meetings.

Function 3 (incl. Expected results)

Organizes meetings, including seminars, ad hoc working groups, task groups, project activities and any other UN related events, achieving results such as:

• Assist in the preparation of all meeting-related documentation and correspondence.
• Assist in uploading and maintaining information on the different ENV websites.
• Regularly maintain and update ENV database on different meetings and activities.
• Provide appropriate and timely response to queries regarding participation in meetings and the use of the proper templates.
• Verify accreditation of members and advisers to meetings.
• Extract up-to-date reports on participant lists and accreditation lists.
• Timely provision of lists of attendance and appropriate badges for meetings.
• Compile documentation and prepare folders required for various internal and external meetings, and undertake searches for reference material.

Function 4 (incl. Expected results)

Handles correspondence in terms of drafting, processing and follow-up, achieving results such as:

• Draft, type, format correspondence, documentation and other written material, often of an urgent nature, from verbal instructions, hand-written drafts, etc., in conformity with established procedures.
• Receive, classify, sort, circulate and distribute mail. Prepare routine responses to incoming enquiries according to the nature of the subject matter. Maintain a stock of forms, stationery and supplies for the Section.
• Proofread or otherwise verify accuracy of material, including own work, for correctness and conformity with established procedures before release to maximize quality in a timely manner.
• Undertake research for reference material in files, documents, publications, and on the internet, as required.
• Explain rules and procedures for proper distribution of correspondence and any other procedures to new staff where necessary.

Function 5 (incl. Expected results)

Establishes, maintains and improves filing systems and contributes to the development and update of knowledge management tools, achieving results such as:

• Ensure the proper filling of documents retained in the ENV Library are up-to-date and current to reflect accurately all Section publications, including outreach material, as well as reference material pertaining to the work programme.
• Update a variety of files chronologically, based on the subject matter (including electronic files) as required. Process Section material through the Electronic Document and Record Management System.
• Make reference documents available, on request.
• Keep abreast of new tools to ensure ongoing improvement and development of information retention and retrieval techniques.
• Assist in the implementation of new knowledge management systems.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Competencies

Professionalism: Solid knowledge of administrative procedures as well as office automation applications and maintenance of records; demonstrates initiative, judgement and a proactive approach to tasks; ability to be thorough, accurate and pays attention to detail; excellent proofreading and editing skills; ability to research a subject comprehensively and to develop a clear and logical presentation of ideas; demonstrates understanding of the international environment and abilityto manage sensitive and confidential matters with diplomacy and tact; good knowledge of office automation tools (Adobe, Excel, Outlook, PowerPoint, Word, etc.); good analytical and drafting skills. 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. Strong ability to work under pressure.

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; s 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.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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 client.

Education

Essential

Completion of High School diploma, including completion of office automation courses.

Desirable

Additional training or certification in office management, public and business administration, or in a related field.

Work Experience

Essential

A minimum of four (4) years of experience in administrative/office work.

Experience in office automation techniques for text processing and contemporary software including loading files on various web platforms environment.

Proven experience in managing and maintaining filing systems.

Desirable

Two years of work experience with the Organization, an international organization or a government.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

It should be noted that this post is to be filled on a fixed-term basis for an initial period of One (1) year (first year is probationary for an external candidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC),

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration:
Level G-4

Net Base Salary per annum CAD 35,632

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.