Administrative Support for Revenue-Generating Events

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations that was established to set international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security" style="border-bottom: 1px dotted #007bff !important;">security, and environmental protection. ICAO is a knowledge-based organization that focuses on developing intellectual property and operates in multiple countries around the world, contributing to global aviation safety and efficiency. The organization is committed to fostering a safe and efficient air transport system that meets the needs of its member states and the global community. The Revenue and Product Management (RPM) Section, which is part of the Capacity Development and Implementation (CDI) Bureau, is responsible for revenue-generating activities that include events, training, publications, periodicals, databases, websites, and printing. These activities are aligned with ICAO's Strategic Objectives and related Programme Support, ensuring that the organization can effectively serve its mission and objectives.

Job Overview:
The position of Administrative Support for Revenue-Generating Events is crucial for the effective implementation of ICAO's revenue-generating activities. The incumbent will work under the supervision of the Senior Events Administrative Associate and will be responsible for providing comprehensive administrative and operational support. This role involves coordinating various aspects of event planning and execution, ensuring that all administrative tasks are handled efficiently. The successful candidate will be expected to engage with multiple stakeholders, including the Office of the Secretary General and Bureau Directors, to facilitate smooth communication and coordination. The position requires a proactive approach to managing timelines, compliance with established procedures, and maintaining accurate records. The incumbent will also be involved in developing standard operating procedures for event management and will play a key role in monitoring vendor performance and ensuring alignment with contractual requirements. This position is integral to supporting ICAO's strategic objectives through effective event management and coordination.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support for Revenue-Generating Events include:

• Coordinating all administrative aspects of event planning and implementation, including participant communications for ICAO revenue-generating events.
• Providing administrative support at the project level to ensure proper coordination of events, including communication with various stakeholders.
• Supporting the development and maintenance of standard operating procedures (SOPs) for event management.
• Monitoring timelines and ensuring compliance with established procedures and internal controls.
• Managing the ICAO Events Calendar tool and engaging stakeholders globally to ensure accurate information.
• Maintaining and updating procurement contracts for services required for ICAO events.
• Generating reports and analytics to support revenue tracking and outreach efforts.
• Processing event registrations and validating participant information.
• Coordinating the issuance of event credentials and maintaining accurate registration records. 1
• Setting up and maintaining event webpages and registration platforms. 1
• Liaising with external suppliers and service providers to ensure timely delivery of services. 1
• Managing all outbound communications pertaining to events with stakeholders. 1
• Maintaining electronic files and ensuring documentation is classified and stored for retrieval. 1
• Drafting documentation including letters, reports, and emails, often of a confidential nature. 1
• Completing all organizational mandatory training and performing other related duties as assigned by the Supervisor or Head of BDU.

Required Qualifications:
The required qualifications for this position include:

• A College of General and Vocational Education (CEGEP) diploma or equivalent is required.
• Supplementary training in office administration, business management, or event coordination is desirable.
• A minimum of four (4) years of progressively responsible experience in administrative support and event coordination roles, preferably within an international organization or public-sector environment.
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.
• Ability to draft clear administrative documentation and correspondence.
• Experience as a problem-solver in a fast-paced, multicultural, and dynamic environment.
• Ability to manage multiple tasks and deadlines, with a passion for events administration.
• Experience in CRM systems and database management is desirable.
• Experience working with online registration systems and event platforms is also desirable. 1
• Tech-savvy with the ability to navigate in a digital environment.

Educational Background:
The educational background required for this position includes a College of General and Vocational Education (CEGEP) diploma or equivalent. Additionally, supplementary training in office administration, business management, or event coordination is considered desirable, as it would enhance the candidate's ability to perform the duties associated with this role effectively.

Experience:
The level of experience needed for this position is a minimum of four (4) years of progressively responsible experience in administrative support and event coordination roles. This experience should preferably be within an international organization or public-sector environment, where the candidate has developed strong organizational and communication skills necessary for managing events and administrative tasks effectively.

Languages:
The mandatory language requirement for this position is fluent reading, writing, and speaking abilities in English. Additionally, a working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is considered desirable, as it would facilitate communication with a diverse range of stakeholders.

Additional Notes:
This ongoing consultancy position is structured on an annual renewal basis, subject to performance and budget availability. As a consultant, this position does not include paid vacation/holiday days, insurance, or pension benefits. Consultants will not be compensated for vacation days, sick days, or national holidays. The compensation is provided at a monthly rate (Band A) ranging from CAD 3,991 to CAD 5,17

• The consultant is expected to work on a full-time basis and will be required to work on-site at ICAO Headquarters in the Montreal office five days a week. Occasional weekend and evening work may be required to support conferences and events. Employment income from UN agencies is tax-exempt in Canada. Interested candidates must complete an online application and include their portfolio or website link in the application. It is important to note that ICAO does NOT charge any fees or request money from candidates at any stage of the selection process.