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 policies 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 mission across multiple regions.

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, maintaining communication with banking institutions, and ensuring compliance with financial regulations. The incumbent will work closely with the Chief of Finance Branch and other section chiefs to facilitate the smooth operation of financial management tasks. This position requires a proactive approach to managing deadlines and ensuring that all documentation is accurate and submitted on time. The Administrative Assistant will also be responsible for maintaining electronic records and providing support for various administrative functions within the Finance Branch.

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.
• Assist in the preparation of HR-related documents and ensure all year-end instructions are communicated to relevant parties.
• Manage correspondence with banking institutions and maintain an up-to-date list of authorized signatories.
• Track deadlines and monitor task completion for various sections within the Finance Branch.
• Edit and proofread correspondence and documentation, ensuring compliance with ICAO standards.
• Maintain an organized electronic filing system for easy access to important documents.
• Provide guidance to General Service Accounting Officers and Clerks on administrative procedures.
• Perform other related duties as assigned by supervisors.

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.
• Experience in preparing correspondence and reviewing working papers, reports, and presentations is essential.
• Knowledge of ICAO’s activities, practices, and procedures is desirable, especially within the United Nations Common System context.

Educational Background:
The position requires a High School Diploma or equivalent as a minimum educational qualification. Additional training in secretarial skills and office automation, particularly in software such as Microsoft Word, Excel, and Outlook, is highly desirable and would enhance the candidate's suitability for the role.

Experience:
Candidates must have a minimum of five years of professional experience in administrative roles, with a preference for those who have worked in environments similar to the United Nations. Experience in preparing and reviewing financial documents, correspondence, and reports is essential for this position. Familiarity with ICAO's operations and administrative procedures is considered an asset.

Languages:
Fluent reading, writing, and speaking abilities in English are essential for this role. 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 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 accordance with the standards of conduct for international civil servants. The position offers a net base salary of CAD 45,127 per annum, along with an attractive benefits package in line with the policies of the International Civil Service Commission (ICSC). Interested candidates must apply through ICAO's e-Recruitment website.