Administrative Assistant

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations established in 194

• Its mission is to promote the safe and orderly development of international civil aviation throughout the world. ICAO has 193 member states and works to establish global standards and regulations for aviation safety, security" style="border-bottom: 1px dotted #007bff !important;">security, efficiency, and environmental protection. The organization is headquartered in Montreal, Canada, and employs a diverse workforce dedicated to enhancing the safety and efficiency of international air transport.

Job Overview:
The Administrative Assistant position within the Legal Affairs and External Relations Bureau (LEB) of ICAO is crucial for providing comprehensive administrative support related to treaty services, meetings, and document management. The incumbent will be responsible for coordinating administrative tasks associated with disputes submitted by Member States, managing records and databases, and ensuring timely communication and documentation for various legal and diplomatic functions. This role requires a proactive approach to support the Bureau's objectives in enhancing international air law and maintaining effective external relations. The Administrative Assistant will also assist in organizing Diplomatic Conferences and other significant meetings, ensuring that all logistical and administrative details are meticulously handled to facilitate smooth operations. The position demands a high level of professionalism, attention to detail, and the ability to work collaboratively within a diverse team environment.

Duties and Responsibilities:

• Provide administrative support for treaty services, including maintaining records, monitoring deadlines, and coordinating with various stakeholders.
• Assist in the organization of Diplomatic Conferences, Assembly Sessions, and meetings by coordinating logistics, preparing documentation, and managing participant communications.
• Contribute to the production of documents, ensuring quality control in terms of style, grammar, and accuracy.
• Manage general office services, including tracking training needs for staff, organizing meetings, and handling correspondence.
• Maintain an effective records management system for LEB, ensuring accurate indexing and filing of documents.
• Perform other related duties as assigned to support the Bureau's functions and objectives.

Required Qualifications:

• Completion of secondary school education, preferably supplemented with office administration and secretarial training.
• A Diploma of College Studies (DEC) or equivalent education is preferred.
• A minimum of six years of experience in secretarial or administrative work, with at least five years in an international organization or government setting.
• Proficiency in preparing notes, correspondence, presentations, and reports, along with extensive experience in MS Office applications.
• Experience in administrative work within the aviation sector is desirable.

Educational Background:
Candidates should have completed secondary school education, ideally with additional training in office administration and secretarial skills. A Diploma of College Studies (DEC) or equivalent education is preferred, indicating a solid foundation in administrative practices and procedures.

Experience:
The position requires a minimum of six years of professional experience in secretarial or administrative roles, with at least five years in positions of increasing responsibility within an international organization or government. Candidates should demonstrate a strong background in preparing various forms of documentation and managing administrative tasks effectively.

Languages:
Fluent reading, writing, and speaking abilities in English are essential for this position. A working knowledge of any other official language of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is considered desirable and would enhance the candidate's profile.

Additional Notes:
This position is offered on a fixed-term basis for an initial period of three years, with the first year being probationary for external candidates. ICAO staff members are expected to adhere to the standards of conduct for international civil servants and may be assigned to various activities or offices within the organization. The role offers an attractive benefits package in accordance with the policies of the International Civil Service Commission (ICSC). The net base salary for this position is CAD $55,741 per annum at the G-6 level. Interested candidates must complete an online application form through the ICAO Careers website. It is important to note that ICAO does not charge any fees or request money from candidates at any stage of the selection process.