Internal Distribution Clerk

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 a workforce of over 1,000 employees and operates in 193 member states, focusing on setting global standards and regulations for civil aviation, enhancing safety and security" style="border-bottom: 1px dotted #007bff !important;">security, and fostering sustainable development in the aviation sector. The organization is committed to gender equality and encourages female candidates to apply for positions, particularly in professional and higher-level categories. ICAO's core values include Integrity, Professionalism, and Respect for Diversity.

Job Overview:
The Internal Distribution Clerk plays a crucial role within the Safety, Security and General Services Section (SSG) of the Bureau of Administration and Services (ADB) at ICAO. This position is responsible for providing distribution services to various sections of the Secretariat, National Delegations, Regional Offices, and participants of Assemblies, Conferences, and Meetings. The clerk will manage the distribution of publications, meeting papers, mail, and office supplies, ensuring that all materials are accurately counted, sorted, and delivered in a timely manner. The role requires a proactive approach to support the organization’s events and meetings, including the setup and preparation of materials for participants. The Internal Distribution Clerk will also operate the stationery supply counter and handle over-the-counter sales of publications, ensuring efficient service delivery to clients. This position demands a high level of organization, attention to detail, and the ability to work collaboratively with various stakeholders.

Duties and Responsibilities:

• Provide distribution services for all types of publications, meeting papers/documents, mail/correspondence, and office supplies, ensuring accurate counting, sorting, and preparation of documents for distribution to different ICAO offices and delegations.
• Assist in establishing distribution services for meetings, conferences, and assemblies, including the setup of mailboxes and the distribution of materials to participants and interpreters.
• Operate the stationery supply counter, providing daily supplies to the Secretariat and managing inventory, including tracking orders and processing returns.
• Handle over-the-counter sales of publications/documents, processing orders and creating invoices using MAGENTO, and ensuring timely retrieval and preparation of items.
• Process all incoming mail, sorting and disseminating it to appropriate slots, and managing registered mail and courier packages.
• Perform other related duties as assigned, demonstrating flexibility and a willingness to support the team as needed.

Required Qualifications:
Essential qualifications include a High School Diploma or equivalent, along with a minimum of two years of administrative experience, particularly in document distribution and adherence to rules and regulations. Desirable qualifications include additional training or certification in business administration, finance, or office management, as well as experience in shipping and inventory management practices. Work experience within an international organization or government is also advantageous.

Educational Background:
Candidates must possess at least a High School Diploma or equivalent. Additional training or certification in relevant fields such as business administration, finance, or office management is considered an asset and may enhance a candidate's application.

Experience:
The position requires a minimum of two years of administrative experience, with a focus on document distribution and familiarity with relevant rules and regulations. Experience in shipping and inventory management practices is desirable, as is work experience within an international organization or government setting, which would provide valuable context for the role.

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

Additional Notes:
This is a locally-recruited position, restricted to Canadian Citizens, Permanent Residents of Canada, and applicants with a valid work permit. The position is fixed-term for an initial period of one year, with the first year serving as a probationary period for external candidates. ICAO staff members are expected to conduct themselves in accordance with the standards of conduct for international civil servants and may be assigned to various activities or offices within the organization. The position offers a net base salary of CAD 39,177 per annum, along with an attractive benefits package in line with the policies of the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after January 1, 2014, is 65 years.