Administrative Assistant and Commissariat Operator

Job Posting Organization:
The Bureau of Administration and Services (ADB) is a key component of the International Civil Aviation Organization (ICAO), which plays a pivotal role in the effective and efficient administrative management of the organization. Established to ensure the provision of high-quality physical and human resources, ADB applies the highest standards of work ethics and conduct while utilizing results-based management skills and tools to support the organization in implementing its strategic goals. The ADB serves all stakeholders of the global aviation community and is responsible for various administrative functions, including safety and security" style="border-bottom: 1px dotted #007bff !important;">security, general services, and property control and logistics. The organization operates internationally, with a presence in multiple countries, and is committed to fostering a collaborative and inclusive work environment.

Job Overview:
The Administrative Assistant and Commissariat Operator position is integral to the Property Control & Logistics and Commissariat Unit (PCL) within the Bureau of Administration and Services at ICAO. The incumbent will provide comprehensive administrative support to the Head of PCL, ensuring the smooth operation of various administrative functions. This role involves maintaining compliance with administrative regulations, preparing documentation for the ICAO Council, managing correspondence, and assisting with procurement activities. The position also includes supporting the ICAO Commissariat retail operations, managing inventory, and providing customer service. The incumbent will work under the general supervision of the Head of PCL and is expected to handle sensitive and confidential matters with discretion and professionalism. The role requires a proactive approach to managing tasks and responsibilities, ensuring timely completion of assignments, and contributing to the overall efficiency of the PCL unit.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant and Commissariat Operator include:

• Providing administrative support to the Head of PCL, including advice on administrative procedures, preparing working papers, drafting correspondence, and managing the Head's calendar.
• Supporting ICAO Commissariat retail operations by processing sales, maintaining customer records, and ensuring inventory levels are monitored and organized.
• Managing incoming and outgoing correspondence, prioritizing communications, and ensuring timely responses to service requests.
• Coordinating the management of PCL inboxes and assisting in the preparation of reports and presentations.
• Supporting logistics and mailroom operations during the absence of colleagues, including processing access requests and managing incoming mail.
• Performing other related duties as assigned, contributing to the overall effectiveness of the PCL unit.

Required Qualifications:
The position requires the following qualifications:

• A high school diploma is essential.
• Additional training or certification in human resources, business administration, or a related field is desirable.
• A minimum of five years of relevant practical experience in office administration is required.
• Proficiency in modern information and communications technology for data processing and management is essential.
• Experience in preparing documentation, reports, and presentations is required, along with the ability to handle sensitive matters with diplomacy.

Educational Background:
The educational background required for this position includes a high school diploma as a minimum requirement. Candidates with additional training or certification in fields such as human resources, business administration, or related areas will be viewed favorably. This educational foundation is crucial for understanding the administrative processes and procedures necessary for effective performance in the role.

Experience:
Candidates must possess a minimum of five years of relevant practical experience in office administration. This experience should include familiarity with modern information and communications technology, as well as the ability to prepare documentation, reports, and presentations. Experience in supporting administrative and management services, particularly in sensitive and confidential contexts, is essential. Desirable experience includes work within an international organization or government, particularly within the UN system.

Languages:
Fluency in English, including reading, writing, and speaking abilities, is essential for this position. Additionally, a working knowledge of French is required. Candidates with proficiency in other languages of the organization, such as Arabic, Chinese, Russian, or Spanish, will be considered favorably, as these skills can enhance communication and collaboration within the international context of ICAO.

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 role is offered on a fixed-term basis 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 international civil servants. The position 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. The net base salary for this position is CAD $53,996 per annum.