Administrative Assistant Consultant

Job Posting Organization:
The Ethics Office of the International Civil Aviation Organization (ICAO) operates on principles of independence, impartiality, and confidentiality. Its mission is to foster a culture of ethics, integrity, accountability, transparency, and respect within ICAO. The office provides confidential advice and guidance on ethical challenges to management and staff, promoting a strong organizational culture of ethical behavior and decision-making. The Ethics Office also advocates for ICAO principles and values through awareness and outreach activities, enhancing the organization's trust and reputation both internally and externally.

Job Overview:
The Administrative Assistant Consultant will serve as the administrative focal point for the Ethics Office, reporting directly to the Ethics Advisor. This role involves providing comprehensive administrative and secretarial support to ensure the smooth operation of the office. The incumbent will be responsible for managing office correspondence, maintaining a coherent filing system, and ensuring the secure handling of confidential documentation. The position requires a proactive approach to managing records and documentation, including proofreading and editing materials of a confidential nature. The Administrative Assistant will also assist in the administration of the Annual Financial Disclosure Programme (FDP), liaising with various stakeholders to ensure compliance and effective communication. Additionally, the role includes organizing meetings, managing travel arrangements, and coordinating IT support, making it essential for the incumbent to have strong organizational and communication skills.

Duties and Responsibilities:
The Administrative Assistant will perform a variety of duties, including but not limited to: providing administrative and secretarial support to the Ethics Office; ensuring timely and high-quality office correspondence; monitoring the generic email account of the Ethics Office; managing records and maintaining a coherent filing system; reviewing, proofreading, and editing confidential documentation; assisting in the administration of the Annual Financial Disclosure Programme; arranging appointments and organizing the meeting schedule for the Ethics Advisor; acting as the HR focal point for the Ethics Office; assisting in the submission and monitoring of purchase requests; coordinating travel arrangements; maintaining office supply inventory; facilitating IT support; liaising with the Languages and Publications Section for translation and production of materials; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a strong background in secretarial and administrative work, with a minimum of six years of relevant experience. Essential qualifications include extensive experience in handling confidential information, preparing notes, correspondence, presentations, and reports, as well as proficiency in IT tools such as Microsoft Office and web-based systems. Excellent communication skills and the ability to collaborate effectively with a diverse range of individuals are crucial. A strong sense of confidentiality and discretion in handling sensitive matters is also required. Desirable qualifications include experience working with international organizations, particularly within the UN system, knowledge of UN ethics and standards of conduct, and experience in data collection and analysis.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education, supplemented by secretarial training and courses in office automation. This educational background is essential to ensure that the candidate possesses the necessary skills for effective administrative support.

Experience:
The position requires a minimum of six years of professional experience in secretarial and administrative roles. Candidates should have extensive experience in managing confidential information and preparing various forms of documentation, including reports and presentations. Familiarity with IT tools and systems is also essential, as the role involves significant interaction with technology and data management.

Languages:
Fluency in reading, writing, and speaking English is mandatory, along with a working knowledge of French. Additionally, a working knowledge of any other language of the Organization, such as Arabic, Chinese, Russian, or Spanish, is considered desirable and may enhance a candidate's profile.

Additional Notes:
The assignment is for a fixed period of 200 working days over 11 months, starting as soon as possible. The daily rate for this position is CAD 24

• Candidates should be aware that ICAO does not charge any fees or request money from applicants at any stage of the selection process, and any such requests should be disregarded as fraudulent.