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 a global presence with 193 member states and works to ensure that civil aviation is safe, secure, and sustainable. The organization is committed to enhancing gender equality and the advancement of women, aligning with the UN Sustainable Development Goal 5, which aims to achieve gender equality and empower all women and girls. ICAO values integrity, professionalism, and respect for diversity in its operations and workforce.

Job Overview:
The Administrative Assistant position at ICAO's Regional Office involves providing comprehensive administrative and executive support to the Regional Director and Deputy Regional Director. The role is crucial for maintaining effective communication and coordination within the office and with external stakeholders. The incumbent will be responsible for managing documents, correspondence, and files, ensuring that all materials are organized and accessible. Additionally, the Administrative Assistant will coordinate meetings, travel arrangements, and special events, while also preparing reports and briefing documents. This position requires a proactive approach to improving office efficiency and supporting the overall objectives of the Regional Office.

Duties and Responsibilities:

• Provides administrative and executive support to the Regional Director and Deputy Regional Director, including reviewing and routing documents, maintaining files, and preparing correspondence.
• Coordinates and arranges meetings and appointments, ensuring proper documentation and follow-up.
• Supervises office support services, improving procedures and training new staff.
• Coordinates travel arrangements for the Regional Director and Deputy Regional Director, including visa and hotel bookings.
• Prepares periodic reports and briefing documents, compiling inputs from various officers.
• Performs other related duties as assigned, contributing to the overall effectiveness of the Regional Office.

Required Qualifications:
Essential qualifications include a College Diploma or equivalent education, along with additional training in office management or a related field. Candidates should have at least six years of progressively responsible experience in office administration, including experience in communication, coordination, and modern office technology. Desirable qualifications include a first-level university degree in Business Management or a related field, as well as experience in administrative policies and procedures of the United Nations or large multinational organizations.

Educational Background:
Candidates must possess a College Diploma or equivalent level of education. Additional training in office management, secretariat, or related fields is essential. A first-level university degree, preferably in Business Management or a related field, is desirable.

Experience:
The position requires at least six years of progressively responsible experience in office administration, with a focus on communication and coordination tasks. Experience in a multi-national and multi-cultural environment is essential, as well as the ability to handle sensitive and confidential matters discreetly. Candidates should also have experience working under pressure and managing dynamic environments, along with proofreading technical documents.

Languages:
Fluent reading, writing, and speaking abilities in English and Spanish are essential for this position. A working knowledge of any other language of the Organization, such as Arabic, Chinese, French, or Russian, is desirable.

Additional Notes:
This is a locally-recruited position, restricted to citizens of Peru and/or applicants with a 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 as international civil servants and may be assigned to various activities or offices within the organization. The statutory retirement age for staff entering or re-entering service after January 1, 2014, is 6

• The remuneration for this position is at the G-6 level, with a net base salary of S/.121,341 per annum. Interested candidates must complete an online application form on the ICAO Careers website.