Posting Title: Administrative
Assistant
Organization: International Civil
Aviation Organization (ICAO)
Duty Station: Montreal, Canada
Posting Period: 10 November 2022
- 27 November 2022
Job Opening Number: 22-Administration-ICAO-195152-R-Montreal
(R)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism,
Respect for Diversity
Org. Setting and Reporting
The Joint Financing Section operates within the Economic
Development entity of the Air Transport Bureau and contributes to the
achievement of the Economic Development of Air Transport Strategic Objective.
Based on the principles laid down by Chapter XV of the Convention on
International Civil Aviation (Chicago Convention), the Joint Financing (JF)
Section administers joint financing agreements for air navigation and services
under the direction of the ICAO Council and the Council’s Joint Support
Committee (JSC). In addition, the JF Section provides assistance in the
administration of the Agreement on the Sharing of Costs of the Satellite
Distribution System for Information Relating to Air Navigation (SADIS) and for
the North Atlantic Height Monitoring System (HMS) Arrangement.
The incumbent reports directly to the Joint Finance Officer, from whom she/he
seeks advice and guidance on assignments and consults on difficult and
challenging projects. The incumbent supports the work of the JSC Secretary, as
required. It is expected that the incumbent will be able to work independently
on tasks assigned.
Responsibilities
Function 1 (incl. Expected results)
Coordinates and facilitates the preparation of documentation for the Governing
Bodies (Assembly, Council and Joint Support Committee) by the Section,
achieving results such as:
• Establish the document preparation schedule for the Section, monitor work in
progress and follow up to ensure timely action is taken and deadlines are met
on outstanding matters based on priority.
• Review, edit and proofread working papers, reports, briefing material,
presentations and other documents associated with joint financing activities
for the Joint Support Committee (JSC) and Council Sessions (i.e. Joint Support
working papers, Council working papers, Assembly working papers, Orders of
Business, Summary of Decisions and State Letters) to ensure accuracy,
completeness and adherence to ICAO procedural guidelines.
• Process documents for production and publication in coordination with
concerned Offices in relation to the Joint Financing arrangements administered
by the JF Agreements with Denmark and Iceland for the provision of certain
North Atlantic air navigation services (DEN/ICE). HMS and SAOIS.
• Maintain a complete and up-to-date set of publications, documents and
reference material produced by the Section.
Function 2 (incl. Expected results)
Provides support to the Joint Support Committee meetings and follows up on
actions to the decisions, achieving results such as:
• Organize preparatory-meetings with the JSC Chair, including discussions on
the development and design of presentations.
• Assemble documentation and prepare briefing packages for meetings and
missions, as well as occasionally for the Danish and Icelandic authorities that
attend the JSC and Council meetings.
• Undertake searches for reference material and classify, as required.
• Advise Danish and Icelandic authorities of JSC Recommendations and Council
Decisions.
• Process State letters to all States concerned and follow up on replies.
• Advise Icelandic Authorities on annual rates of exchange and provide relevant
information to the Parties of all JF arrangements and projects in accordance
with the nature and subject matter.
• Maintain all websites related to the JF arrangements current, which includes
updating the Council/JSC website with all Service Providers and Section
presentations made at each JSC meeting.
Function 3 (incl. Expected results)
Contributes to the collection and compilation of JF-related data received from
the United Kingdom (UK), achieving results such as:
• Ensure that all collection records received from the UK are filed electronically.
• Update all related JF files with the collection details (for the DEN/ICE
Agreements, HMS Arrangement and the ICAO Administrative Fee).
• Ensure that all monthly crossing and distance data, per State, received by
the UK, are included in the JF spreadsheets.
• Analyse crossing and distance data for reasonability and accuracy.
• Tabulate cumulative annual totals per State for inclusion in working papers.
Function 4 (incl. Expected results)
Provide assistance in the conduct of annual audit of the Joint Financing
Operations, achieving results such as:
• Provide support and assistance to the External Auditors prior to and during
their audit of the Service Providers.
• Prior to the audit, obtain the annual expenses general ledger download from
Service Providers and reconcile all the data in the financial statements and
the expense inclusion rate in accordance to the Agreements.
• During the audit, prepare draft responses to auditor queries or provide the
necessary support to the Section Head in providing responses.
Function 5 (incl. Expected results)
Manages administrative matters and provides support for the Section, achieving
results such as:
• Provide administrative and operational support through implementation of ICAO
guidelines and procedures, including: in the preparation of responses to both
internal and external inquiries
• Receive, review, distribute and monitor correspondence and documents and
amend directories, manuals and other documentation.
• Ensure redistribution of all incoming correspondence and prioritize for
necessary follow-up action.
• Maintain the supervisor’s calendar and manage requests for meetings based on
the nature of the request and supervisor’s schedule.
• Maintain a filing system relating to current/historical documentation in
support of the Section, including cheque requisitions, reports of the External
Auditor, assessments and related payments and official documents of parties to
the Agreements.
• Make all the necessary travel arrangements for missions undertaken by staff
in the JF Section, as well as the JSC Members on visits to Denmark and Iceland.
Function 6 (incl. Expected results)
Performs other related duties, as assigned.
Competencies
Professionalism: Knowledge of correspondence and filing
procedures in an international organization; knowledge of the
structure/function of the Organization, in particular the Council and its
Committees; excellence in the drafting, preparation and review of
correspondence. Shows pride in work and in achievements; demonstrates
professional competence and mastery of subject matter; is conscientious and
efficient in meeting commitments, observing deadlines and achieving results; is
motivated by professional rather than personal concerns; shows persistence when
faced with difficult problems or challenges; remains calm in stressful
situations.
Teamwork: Works collaboratively with colleagues to achieve organizational
goals; solicits input by genuinely valuing others’ ideas and expertise; is
willing to learn from others; places team agenda before personal agenda;
supports and acts in accordance with final group decision, even when such
decisions may not entirely reflect own position; shares credit for team
accomplishments and accepts joint responsibility for team shortcomings.
Communication: Speaks and writes clearly and effectively; listens to others,
correctly interprets messages from others and responds appropriately; asks
questions to clarify, and exhibits interest in having two-way communication;
tailors language, tone, style, and format to match the audience; demonstrates
openness in sharing information and keeping people informed.
Planning and Organizing: Develops clear goals that are consistent with agreed
strategies; identifies priority activities and assignments; adjusts priorities
as required; allocates appropriate amount of time and resources for completing
work; foresees risks and allows for contingencies when planning; monitors and
adjusts plans and actions as necessary; uses time efficiently.
Accountability: Takes ownership of all responsibilities and honours
commitments; delivers outputs for which one has responsibility within
prescribed time, cost and quality standards; operates in compliance with
organizational regulations and rules; supports subordinates, provides oversight
and takes responsibility for delegated assignments; takes personal
responsibility for his/her own shortcomings and those of the work unit, where applicable.
Technological awareness: Keeps abreast of available technology; understands
applicability and limitations of technology to the work of the office; actively
seeks to apply technology to appropriate tasks; shows willingness to learn new
technology.
Education
Essential:
• High school diploma or equivalent level of education, and training in a
clerical, administrative or secretarial field.
Desirable:
• Additional training or certification in international relations, air
transport, public administration, office administration, or in a related field.
Work Experience
• A minimum of five (5) years’ experience in office
administration, secretarial support service, coordination of office work and
management of document production, is required.
• Experience in an international civil aviation work environment or government,
is required.
• Extensive experience in office administrative procedures and practices,
organization and maintenance of technical records and the preparation of data
for inclusion in documentation, is required.
• Substantial practical experience in data input and spreadsheet maintenance,
is required.
• ICAO work experience in dealing with various stakeholders in an international
environment, is desirable.
Languages
Essential:
Fluent reading, writing and speaking abilities in English.
Desirable:
A working knowledge of a second language of the Organization (Arabic, Chinese,
French, Russian, or Spanish).
Assessment
Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview.
Special Notice
Please note that this is a locally-recruited position and
restricted to Canadian Citizens, Permanent Residents of Canada and applicants
with a work permit.
It should be noted that this post is to be filled on a fixed-term basis for an
initial period of three years (first year is probationary for an external
candidate).
ICAO staff members are international civil servants subject to the authority of
the Secretary General and may be assigned to any activities or offices of the
Organization within the duty station.
ICAO staff members are expected to conduct themselves in a manner befitting
their status as international civil servants. The Standards of Conduct for the
International Civil Service adopted by ICAO, which are applicable to all staff
members, are defined in the ICAO Service Code (Staff Regulations).
ICAO offers an attractive benefit package to its employees in accordance with
the policies of the International Civil Service Commission (ICSC).
The statutory retirement age for staff entering or re-entering service after 1
January 2014 is 65. For external applicants, only those who are expected to
complete a term of appointment will normally be considered.
Remuneration:
Level: G-5
Net Base Salary per annum: CAD $43,269
United Nations Considerations
In accordance with ICAO Staff Regulations, the paramount
consideration in the employment of the staff is the necessity of securing the
highest standards of efficiency, competence, and integrity. Due regard shall be
paid to the importance of recruiting staff on as wide a geographical basis as
possible and ensuring equal gender representation. Subject to the foregoing,
selection of staff members shall be made without distinction as to race, sex or
religion, nor shall there be any discrimination on account of any disability of
a candidate who meets the qualifications required to perform the tasks. Unless
otherwise permitted under the ICAO Staff Regulations, appointment and promotion
of staff members shall be made on a competitive basis.
Candidates will not be considered for employment with ICAO if they have
committed violations of international human rights law, violations of
international humanitarian law, sexual exploitation, sexual abuse, or sexual
harassment, or if there are reasonable grounds to believe that they have been
involved in the commission of any of these acts.
Candidates who have committed crimes other than minor traffic offences may not
be considered for employment.
Applicants are urged to follow carefully all instructions available in the
online recruitment platform, Inspira. For more detailed guidance, applicants
may refer to the Manual for the Applicant, which can be accessed by clicking on
“Manuals” hyper-link on the upper right side of the Inspira account-holder
homepage.
The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job
opening and the applicable Staff Regulations and Rules, administrative
issuances and guidelines. Applicants must provide complete and accurate
information pertaining to their personal profile and qualifications according
to the instructions provided in Inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to
applications that have been submitted. Candidates under serious consideration
for selection will be subject to reference checks to verify the information
provided in the application.
Job openings advertised in Inspira will be removed at 11:59 p.m. (New York
time) on the deadline date.
No Fee
ICAO does NOT charge any fees or request money from
candidates at any stage of the recruitment process, nor does it concern itself
with bank account details of applicants. Requests of this nature allegedly made
on behalf of ICAO are fraudulent and should be disregarded.
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