Administrative Assistant

Job Posting Organization:
The job posting organization is the International Civil Aviation Organization (ICAO), which is a specialized agency of the United Nations. Established in 1944, ICAO's mission is to promote the safe and orderly development of international civil aviation throughout the world. The organization operates in multiple countries, providing guidance and support to member states in implementing aviation standards and practices. ICAO has a significant presence in various regions, including the Western and Central African (WACAF) region, where it works closely with local governments and international bodies to enhance aviation safety and efficiency. The organization employs a diverse workforce of professionals dedicated to improving global aviation standards and practices.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the Regional Office, which is responsible for liaising with member states and international organizations. The role involves providing comprehensive administrative support to the Administrative Section, ensuring that the office operates smoothly and efficiently. The Administrative Assistant will be expected to exercise initiative and judgment in carrying out tasks, while also seeking guidance from the Administrative Officer on complex issues. This position requires a proactive approach to managing travel arrangements, staff administration, event organization, and protocol matters, all of which are essential for the successful operation of the Regional Office. The Administrative Assistant will play a key role in maintaining records, coordinating events, and ensuring compliance with organizational policies and procedures.

Duties and Responsibilities:
The Administrative Assistant will have a wide range of duties and responsibilities, including but not limited to:

• Processing travel arrangements for WACAF staff and external experts, which includes coordinating with the HQ travel unit and local travel agencies, maintaining electronic travel databases, and following up on travel-related matters.
• Assisting the Administrative Officer with staff administration and HR matters by maintaining file movement records, databases of HR files, and confidential correspondence files, as well as tracking staff attendance and leave records.
• Providing event organization services, which involves preparing conference facilities, coordinating with relevant sections, preparing contracts for language services, ensuring timely translations of meeting documents, and providing logistical support for events organized by ICAO.
• Participating in building maintenance and asset management activities, including procurement for catering services, maintaining records of office maintenance contracts, and managing stationery stock.
• Handling protocol matters, ensuring timely implementation of staff privileges and entitlements, processing VAT exemption requests, and maintaining records of protocol correspondences.
• Performing other related duties as assigned by the Administrative Officer or other supervisors.

Required Qualifications:
The position requires a high school diploma or equivalent as a minimum educational qualification. Additionally, candidates with studies beyond secondary education, certification, or specialized training relevant to business administration are preferred. Essential qualifications include a minimum of four years of relevant experience in office administration, event organization, travel processing within an international organization, and building maintenance and contracts management. Experience in dealing with protocol matters is desirable but not mandatory. Candidates must demonstrate proficiency in using personal computers and Microsoft Office applications, as well as possess strong organizational and communication skills.

Educational Background:
Candidates must possess at least a high school diploma or equivalent. While a high school diploma is the minimum requirement, studies beyond secondary education, certification, or specialized training relevant to business administration are considered desirable. This educational background will provide the necessary foundation for the administrative tasks and responsibilities associated with the position.

Experience:
The Administrative Assistant position requires a minimum of four years of relevant professional experience. This experience should encompass office administration, event organization, maintenance of records, travel processing within an international organization, and building maintenance and contracts management. Candidates with experience in protocol matters will have an advantage, although it is not a strict requirement. The level of experience required indicates that the candidate should be well-versed in administrative functions and capable of handling various tasks independently while also being able to collaborate effectively with colleagues and stakeholders.

Languages:
Fluency in reading, writing, and speaking English and French is essential for this position. Candidates must demonstrate strong communication skills in both languages, as they will be required to interact with diverse stakeholders and prepare documentation in both languages. Additionally, a working knowledge of a second language of the Organization, such as Arabic, Chinese, Russian, or Spanish, is considered desirable and may enhance the candidate's profile.

Additional Notes:
This position is locally recruited, meaning that applicants must be authorized to work in Senegal regardless of their current residence. The contract is fixed-term for an initial period of three years, 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 the International Civil Service and may be assigned to various activities or offices within the duty station. The organization offers 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. Remuneration for this position is set at a net base salary of CFA Francs 9,671,000 per annum at the G-4 level.