Programme Assistant

Job Posting Organization:
The Air Transport Bureau (ATB) operates under the International Civil Aviation Organization (ICAO), which was established to promote the safe and orderly development of international civil aviation. The ATB is dedicated to ensuring that every flight is safe and secure, that aviation is environmentally sustainable, and that it delivers seamless, accessible, and reliable mobility for all. The Bureau also focuses on the economic development of air transport to assure economic prosperity and societal well-being for all, contributing to the overarching goal of 'No Country Left Behind'. The organization is involved in various committees and working groups that address critical issues in aviation, such as security" style="border-bottom: 1px dotted #007bff !important;">security, environmental protection, and air navigation services. ICAO employs a diverse workforce and operates in multiple countries, emphasizing its global reach and commitment to international cooperation in aviation.

Job Overview:
The Programme Assistant plays a crucial role in supporting the Director of the Air Transport Bureau (D/ATB) by providing administrative, human resources, financial, and procurement support. This position requires a proactive individual who can manage urgent communications, assist in drafting correspondence, and ensure that all administrative tasks are completed efficiently. The Programme Assistant will also be responsible for monitoring staff contractual information, processing financial transactions, and supporting the Bureau's procurement activities. The role demands a high level of organization, attention to detail, and the ability to work collaboratively with various sections within the Bureau. The incumbent will be expected to maintain the ATC website, coordinate submissions for the Annual Report, and provide backup support as needed. Overall, the Programme Assistant is integral to the smooth operation of the ATB and its various functions.

Duties and Responsibilities:

• Provide administrative support to the Office of the Director, ATB, including managing urgent emails, drafting correspondence, tracking routine correspondence, and ensuring deadlines are met.
• Support human resources activities by monitoring staff contractual information, processing timesheets, and managing leave records.
• Assist in financial resources management by running budget reports, preparing budgetary requirements, and processing financial transactions.
• Support procurement activities by preparing annual procurement plans, coordinating contracts, and raising purchase requisitions.
• Maintain and update the ATC website and coordinate submissions for the Annual Report.
• Perform other related duties as assigned, demonstrating flexibility and adaptability in a dynamic work environment.

Required Qualifications:
Essential qualifications include a high school diploma or equivalent, with a minimum of five years of relevant administrative experience. The candidate should have experience in preparing correspondence, reviewing reports, and using integrated automated systems for managing human and financial resources. Proficiency in MS Office applications is also required. Desirable qualifications include a Diploma of College Studies (DEC) and additional training in business administration or related fields. Experience working in international organizations or the United Nations system is considered an asset.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a Diploma of College Studies (DEC) or additional training in computer applications, business administration, or related fields will be preferred. This educational background is essential for understanding the administrative and operational functions of the Bureau.

Experience:
Candidates must have a minimum of five years of relevant experience in administrative work. This experience should include preparing correspondence, reviewing working papers, and utilizing integrated automated systems for managing human and financial resources. Extensive experience with MS Office applications is also necessary, as the role involves significant administrative tasks that require proficiency in these tools. Experience in international organizations or the United Nations system is desirable but not mandatory.

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 considered desirable and may enhance the candidate's profile.

Additional Notes:
This position is locally recruited and is restricted to Canadian citizens, permanent residents of Canada, and applicants with a valid work permit. The contract 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, adhering to the Standards of Conduct for the International Civil Service. The position offers an attractive benefits package in accordance 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. The net base salary for this position is CAD $48,033 per annum.