Administrative Support Consultant

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 194

• ICAO's mission is to promote the safe and orderly development of international civil aviation throughout the world. The organization has a significant global presence, with 193 member states and a workforce that includes thousands of employees dedicated to enhancing aviation safety, security" style="border-bottom: 1px dotted #007bff !important;">security, and efficiency. ICAO operates in multiple countries and collaborates with various stakeholders, including governments, industry, and international organizations, to implement aviation standards and practices.

Job Overview:
The Administrative Support Consultant position is situated within the Implementation Support and Development Section (Security) of ICAO's Aviation Security and Facilitation branch. The primary function of this role is to provide high-level administrative support to the Chief of ISD-SEC, ensuring that all necessary documentation and presentations are prepared for meetings and that correspondence is managed effectively. The consultant will also support the Aviation Security Assistance and Training activities by maintaining databases, tracking training activities, and assisting in the organization of events. This role requires a proactive approach to managing tasks and ensuring that all deadlines are met, contributing to the overall effectiveness of the ISD-SEC team in delivering aviation security training and assistance.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support Consultant include:

• Providing high-level administrative support to the Chief of ISD-SEC, including assembling documentation for meetings, managing correspondence, and maintaining Central Registry files.
• Supporting the Aviation Security Assistance and Training activities by updating travel plans, maintaining databases, drafting newsletters, and assisting in the organization of training events.
• Ensuring version control of training materials and managing the distribution of Aviation Security Training Packages.
• Assisting with onboarding new staff and preserving the ISD-SEC Administrative Standard Operating Procedure.
• Performing other related duties as assigned to ensure seamless delivery of ISD-SEC assistance and training operations.

Required Qualifications:
The required qualifications for this position include a first-level university degree or academic equivalent. Candidates should possess at least four years of administrative experience, demonstrating full computer literacy and proficiency with office equipment and contemporary software. Experience in preparing correspondence, reviewing reports, and excellent multitasking skills are essential. Interpersonal skills that foster openness and trust among colleagues and external parties are also required. Desirable qualifications include experience in maintaining filing systems and familiarity with SharePoint applications, as well as work experience in ICAO or other international organizations.

Educational Background:
Candidates must have a first-level university degree (or academic equivalent) as a minimum requirement. An advanced university degree (Master’s degree or academic equivalent) in relevant fields such as aviation, law, finance, economics, engineering, or project management is preferred, indicating a higher level of expertise and understanding of the complexities involved in aviation security and facilitation.

Experience:
The position requires a minimum of four years of administrative experience. Candidates should demonstrate a strong ability to multitask and work independently while being creative in problem-solving. Experience in preparing correspondence and reviewing reports is essential, as is the ability to manage various administrative tasks effectively. Familiarity with international organizations and their operational frameworks is considered an asset.

Languages:
Fluent reading, writing, and speaking abilities in English are essential for this position. Additionally, a working knowledge of any other language of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is desirable and would enhance the candidate's ability to communicate effectively within the diverse environment of ICAO.

Additional Notes:
This consultancy position is intended for a duration of five months, with the possibility of extension based on performance and organizational needs. The daily rate for this position falls within the range of CAD$ 186 to CAD$ 248, reflecting the level of expertise and responsibilities associated with the role. Candidates should be aware that ICAO does not charge any fees or request money from applicants at any stage of the selection process, ensuring a fair and transparent recruitment process.