Administrative Assistant position is available in ICAO – International Civil Aviation Organization.

The Revenue and Product Management Section (RPM) is responsible for revenue-generating activities in the Organization. The functions include the efficient planning, organization and implementation of marketing revenue-generating products emanating from ICAO intellectual properties. The Section is equally responsible for recommending, developing and executing advertising and promotional campaigns. The incumbent reports directly to two RPM Unit Heads. The incumbent performs routine tasks for RPM, and may take direction on special tasks from the Senior Administrative Associate, with whom s/he regularly consults on administrative issues. It is expected that the incumbent will be able to work independently on tasks assigned. The incumbent will be required to use Agresso, ICAO’s financial system, and e-recruiter, ICAO’s online recruitment system. This post does not supervise others but needs extensive coordination with the Units of the Section.

Key Responsibilities

• Draft memoranda and all necessary annexes needed to renew consultancy contracts and renewals.
• Assist in the preparation of contract documents with managers within RPM Section.
• Confirm funding for consultancy contracts and staff renewals.
• Assist in the preparation of Job Descriptions for the appointment/reassignment/reclassification of RPM Professional and General Service posts, draft accompanying memoranda, and submit via e-Recruiter in consultation with Human Resources.
• Coordinate computer access, building access, office hardware and software for consultants and temporary staff
• Maintain internal staff contract records by updating contract information (i.e. terms of reference), maintaining records in Agresso and liaising with HR to support monthly monitoring of records.
• Provide support in the coordination of timesheets for consultants.
• Review suppliers’ invoices and Consultant timesheets against purchase orders/contracts.
• Prepare procurement documentation and liaise with the Finance Branch (FIN) and the Procurement Section (PRO) as required.
• Ensure the procurement of goods and services is conducted according to procurement policies.
• Provide guidance to RPM staff and consultants with respect to procurement policies.
• Ensure of timely completion of relevant documents for supply of promotional items for conference purposes.

Salary

CAD 38,084 per annum

Qualifications and Requirements

• Secondary education
• Additional training or certification in business administration, finance, office administration or related field is desirable.
• A minimum of five years’ experience in office administration.
• Experience in providing input for programme/project documents, and ideally for working papers, annual reports, etc.
• Fluent in reading, writing and speaking abilities in English.
• Knowledge of any of the other languages of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.
• Good knowledge of the use of IT equipment and software, such as MS Office.
• Ability to learn and work with customized systems

Applying

Interested candidates must complete an on-line application form. To apply, please visit ICAO’s e-Recruitment website at: https://careers-new.icao.int/web/icao/general-service