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 has 193 member states and works with various stakeholders to develop global standards and regulations for aviation safety, security" style="border-bottom: 1px dotted #007bff !important;">security, efficiency, and environmental protection. The organization employs a diverse workforce of over 1,000 professionals from various countries, contributing to its operations in multiple locations worldwide.

Job Overview:
The Administrative Assistant position within the Finance Branch of ICAO is crucial for providing comprehensive office and administrative support. The incumbent will report directly to the Personal Associate to the Chief Finance Branch and will be responsible for a variety of tasks that ensure the smooth operation of the Finance Branch. This role involves preparing year-end statements, assisting in the preparation of working papers for the Finance Committee, and providing administrative support for HR-related documents. The Administrative Assistant will also coordinate the input and receipt of data for financial statements, ensuring compliance with tight deadlines. The position requires a proactive approach to managing tasks and responsibilities, as well as effective communication and organizational skills to facilitate collaboration within the Finance Branch.

Duties and Responsibilities:

• Provide office and administrative support to the Finance Branch, including preparing year-end statements for SSA consultants and assisting Section Chiefs with documentation for the Finance Committee, Council, and Assembly.
• Manage the assignment and monitoring of tasks, ensuring timely completion and tracking deadlines.
• Contribute to the production of documentation, proofreading, and editing correspondence and reports originating from the Finance Branch.
• Provide office service support, including compiling documentation for meetings and maintaining attendance records for Finance staff.
• Offer advice and guidance to General Service Accounting Officers and Accounting Clerks on administrative procedures.
• 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 experience in administrative work, preferably within the field of administration. Candidates should have experience in preparing correspondence and reviewing working papers, reports, and presentations. Desirable qualifications include completion of secretarial and office automation courses, particularly in Microsoft Word, Excel, and Outlook, as well as experience within the United Nations Common System context and knowledge of ICAO’s activities and procedures.

Educational Background:
Candidates must possess at least a High School Diploma or equivalent. Additional training in secretarial and office automation courses is desirable, particularly in software applications such as Microsoft Word, Excel, and Outlook, which are essential for performing the duties of the position effectively.

Experience:
The position requires a minimum of five years of professional experience in administrative roles. Experience in preparing correspondence, reviewing working papers, and managing reports and presentations is essential. Familiarity with the United Nations Common System and ICAO’s operational context is considered an asset, enhancing the candidate's ability to navigate the organization's specific requirements and procedures.

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 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 2013 Standards of Conduct for the International Civil Service. The organization 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 6

• The net base salary for this position is CAD 45,127 per annum.