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 works with 193 member states and industry groups to reach consensus on international civil aviation standards and recommended practices. The organization is committed to enhancing gender equality and the advancement of women, aligning with UN Sustainable Development Goal
• ICAO operates in multiple countries, providing technical guidance and support to ensure the effective implementation of aviation policies and standards.

Job Overview:
The Administrative Assistant position at ICAO's Regional Office involves providing comprehensive administrative and executive support to the Regional Director and Deputy Regional Director. The role is crucial for maintaining effective communication and coordination within the office and with external stakeholders. The incumbent will be responsible for managing documents, correspondence, and files, ensuring that all materials are organized and accessible. Additionally, the Administrative Assistant will coordinate meetings, travel arrangements, and office support services, contributing to the overall efficiency and effectiveness of the Regional Office. This position requires a proactive approach to problem-solving and the ability to handle sensitive information with discretion. The role also involves enhancing collaboration among various stakeholders, including civil aviation authorities and regional organizations, to align planning efforts with ICAO's regional strategies.

Duties and Responsibilities:

• Provide administrative and executive support to the Regional Director and Deputy Regional Director, including managing documents and correspondence, maintaining files, and preparing reports.
• Coordinate and arrange meetings and appointments, ensuring proper documentation and follow-up.
• Supervise office support services, improving efficiency and training new staff on procedures.
• Manage travel arrangements for the Regional Director and Deputy Regional Director, including visa and hotel bookings.
• Prepare periodic reports and briefing documents, compiling inputs from various officers and ensuring timely submission.
• Perform other related duties as assigned, contributing to the overall functioning of the Regional Office.

Required Qualifications:
Essential qualifications include a College Diploma or equivalent education, with additional training in office management or a related field. Candidates should have at least six years of progressively responsible experience in office administration, including experience in communication, coordination, and modern office technology. The ability to handle sensitive matters discreetly and work under pressure is crucial. Desirable qualifications include a first-level university degree in Business Management or a related field, as well as experience in administrative policies and procedures of the United Nations or large multinational organizations.

Educational Background:
Candidates must possess a College Diploma or equivalent level of education. Additional training in office management, secretariat, or a related field is essential. A first-level university degree, preferably in Business Management or a related field, is desirable.

Experience:
The position requires at least six years of progressively responsible experience in office administration, with a focus on communication and coordination tasks. Experience in a multi-national and multi-cultural environment is essential, as is the ability to manage sensitive and confidential matters. Candidates should also have experience in proofreading technical documents and working under pressure.

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

Additional Notes:
This is a locally-recruited position, restricted to citizens of Peru or applicants with a valid work permit. The position 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 and may be assigned to any activities or offices of the Organization. The statutory retirement age for staff entering or re-entering service after January 1, 2014, is 6

• The remuneration for this position is at the G-6 level, with a net base salary of S/.121,341 per annum.