Administrative Assistant

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 works with the 193 member states and industry groups to reach consensus on international civil aviation standards and recommended practices. The organization has a diverse workforce of over 1,000 employees and operates in multiple countries, focusing on enhancing the safety, security" style="border-bottom: 1px dotted #007bff !important;">security, and efficiency of air transport.

Job Overview:
The Administrative Assistant position within the Finance Branch of ICAO is crucial for providing comprehensive office and administrative support. The role involves assisting in the preparation of financial documents, managing correspondence, and ensuring that all administrative tasks are completed efficiently and accurately. The incumbent will work closely with the Chief of the Finance Branch and other section chiefs, contributing to the overall financial management of the organization. This position requires a proactive approach to tasks, ensuring that deadlines are met and that all documentation is maintained in an organized manner. The role also includes liaising with external auditors and banking institutions, making it essential for the candidate to have strong communication and organizational skills. The Administrative Assistant will be responsible for maintaining confidentiality and handling sensitive information with discretion, reflecting the professionalism expected in an international civil service environment.

Duties and Responsibilities:

• Provide office and administrative support to the Finance Branch, including preparing year-end statements for consultants and assisting in the preparation of working papers for the Finance Committee, Council, and Assembly.
• Coordinate the input and receipt of data for year-end financial statements, ensuring timely submission to external auditors.
• Manage correspondence with banking institutions regarding account management and maintain an updated list of authorized signatories.
• Support Section Chiefs in tracking deadlines and monitoring task completion, ensuring that all documentation is submitted on time.
• Edit and proofread correspondence and documentation, ensuring compliance with ICAO standards.
• Maintain an organized electronic filing system for easy access to important documents.
• Act as a focal point for record-keeping and online reservations for meeting rooms within the Finance Branch.
• Provide guidance to General Service Accounting Officers and Accounting Clerks on administrative procedures and ensure adherence to ICAO regulations.
• Assist in the preparation of oral reports and documentation for various ICAO meetings, ensuring all materials are ready and accurate.

Required Qualifications:

• High School Diploma or equivalent is required.
• Completion of secretarial and office automation courses, preferably in Microsoft Word, Excel, and Outlook, is desirable.
• A minimum of five years of experience in administrative work, preferably in the field of administration, is essential.
• Experience in preparing correspondence and reviewing working papers, reports, and presentations is required.
• Experience within the United Nations Common System context and familiarity with ICAO’s official activities and procedures is desirable.

Educational Background:
Candidates must possess at least a High School Diploma or equivalent. Additional qualifications such as completion of secretarial and office automation courses, particularly in Microsoft Office applications, are highly desirable and will enhance the candidate's suitability for the role.

Experience:
The position requires a minimum of five years of relevant administrative experience. Candidates should have a strong background in administrative tasks, including document preparation, correspondence management, and familiarity with financial documentation. Experience within the United Nations or similar international organizations is an advantage, as it provides insight into the unique operational context of ICAO.

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 desirable and would be beneficial in a multilingual work environment.

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 one year, with the possibility of extension. 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 a net base salary of CAD 53,996 per annum at the G-5 level, along with an attractive benefits package in accordance with the policies of the International Civil Service Commission (ICSC). Interested candidates must apply through ICAO's e-Recruitment website.