Administrative Assistant

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.