Administrative Support Officer

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations, established in 1944, with a mission to promote the safe and orderly development of international civil aviation throughout the world. ICAO has a workforce of over 800 employees and operates in 193 member states. The organization is committed to enhancing gender equality and the advancement of women, aligning with the UN Sustainable Development Goal

• ICAO's core values include integrity, professionalism, and respect for diversity, which guide its operations and interactions with member states and stakeholders.

Job Overview:
The Administrative Support Officer position within the Field Operation Section (FOS) is crucial for the development, execution, monitoring, reporting, and closure of projects under the Technical Cooperation Programme (TCP). The TCP aims to provide advice and assistance to ICAO Member States in alignment with ICAO's strategic objectives and related standards. The incumbent will work closely with Field Operations Officers to ensure timely support in project management, adhering to ICAO policies and the Quality Management System certified under ISO 9001:201

• The role involves coordinating project initiation, implementation, and closure, ensuring that all activities are documented and compliant with established procedures. The officer will also be responsible for maintaining project logs, drafting reports, and providing administrative support to the unit's work, meetings, and seminars, thereby contributing to the overall success of the organization's mission.

Duties and Responsibilities:
The Administrative Support Officer will undertake a variety of functions, including:

• Supporting Field Operations Officers in project initiation by drafting correspondence, coordinating work plans, and monitoring project documents.
• Ensuring logistics and resource allocation for project implementation, including processing requisitions, managing travel arrangements, and liaising with personnel sections for timely payments.
• Overseeing project closure activities, consolidating financial records, and ensuring proper documentation.
• Maintaining project logs and databases, drafting reports, and contributing to FOS reporting activities.
• Providing administrative support for meetings and seminars, preparing correspondence, and assisting in the coordination of events.
• Performing other related duties as assigned, demonstrating flexibility and adaptability in a dynamic work environment.

Required Qualifications:
Candidates must possess a High School Diploma or equivalent as a minimum requirement. A Diploma of College Studies (DEC) or a first-level university degree in office administration, business administration, or a related field is desirable. Additionally, candidates should have a minimum of six years of experience providing administrative support in a project management environment, with proficiency in IT tools, particularly advanced Excel. Experience in civil aviation or within an international organization is considered an asset. Candidates should also demonstrate strong drafting skills and a sound knowledge of project management techniques.

Educational Background:
The essential educational requirement for this position is a High School Diploma or equivalent. However, candidates with a Diploma of College Studies (DEC) or a first-level university degree in relevant fields such as office administration or business administration will be preferred. This educational background will provide the necessary foundation for understanding the complexities of project management and administrative support within the ICAO framework.

Experience:
The position requires a minimum of six years of professional experience in providing administrative support within a project management context. Candidates should have experience in using IT tools, particularly the Microsoft Office Suite, and should be adept at project or mission planning and organizing. Experience in preparing cost estimates and expenditure reports for management review is essential. Desirable experience includes working in a civil aviation environment or within an international organization, as well as familiarity with project management tools.

Languages:
Fluency in English, including reading, writing, and speaking abilities, is essential for this position. Additionally, a working knowledge of any other language of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is considered desirable and may enhance a candidate's profile.

Additional Notes:
This position is locally recruited and restricted to Canadian citizens, permanent residents of Canada, and applicants with a valid work permit. The contract is fixed-term for an initial period of three years, with the first year being probationary for external candidates. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants, adhering to the Standards of Conduct for the International Civil Service. The position offers a net base salary of CAD 49,278 per annum, along with an attractive benefits package in accordance with the policies of the International Civil Service Commission (ICSC). Interested candidates must complete an online application form through the ICAO Careers website.