THE ORGANIZATIONAL SETTING

The Air Navigation Bureau (ANB) in ICAO is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. The Air Navigation Bureau provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. The Bureau also manages the Universal Safety Oversight Audit Programme (USOAP) using a Continuous Monitoring Approach (CMA) that monitors all States on a continuous basis.

The incumbent reports to the supervisor of the Administrative Support Pool (ASP) and will provide efficient administrative support to the bureau Chiefs/Programme Coordinators and technical officers to carry out section/unit’s multidisciplinary work programmes.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results):

Provides administrative and logistical support for the planning and implementation of the work programme for Sections within ANB, achieving results such as:

Coordinate administrative tasks to support various sections.
Maintain documentation related to the work programme.
Assist in scheduling meetings.
Facilitate communication and collaboration among relevant team members.
Draft letters, memoranda, reports and various correspondence from verbal instructions or electronic drafts in accordance with ICAO practices and procedures.
Assist with the management of websites.
Support Section Chiefs and Technical Officers by monitoring task progress, flagging issues, and following up to ensure deadlines are met.

Function 2 (incl. Expected results):

Assists in the quality management of working documents within ANB, achieving results such as:

Proofread and format documents, such as letters, memoranda, reports, Power Point presentations, for completeness, accuracy and grammar.
Edit materials to enhance readability and coherence.
File and organize documentation.

Function 3 (incl. Expected results):

Provides administrative/logistical support for meetings, events, expert groups (panels and study groups, etc.) under the responsibility of Sections within ANB, achieving results such as:

Coordinate meetings in support of Sections within ANB.
Coordinate the logistics, such as room bookings, badge preparation and registration.
Contribute to the preparation and distribution of documentation and materials.
Proofread and format reports and meeting documentation.
Maintain dedicated communication and documentation sharing platforms.

Function 4 (incl. Expected results):

Provides administrative and logistical support and guidance for travel-related processes, achieving results such as:

Provide support and guidance for travel related processes.
Provide support and guidance regarding travel cost recovery processes.

Function 5 (incl. Expected results):

Performs other related duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Educational background

Essential

High School Diploma or Equivalent is required.

Desirable

Certification in office administration or management.
Completion of courses in project management.
Training in data management or analysis.

Professional experience and Knowledge

Essential

A minimum of four (4) years’ experience working in an office environment applying administrative procedures and practices.

Desirable

Experience in maintaining records and managing documentation.
Experience in project management.
Experience in organizing meetings and events.
Experience in data analysis and reporting.
Experience working in an international or culturally diverse work environment.

Language Skill

Essential

Fluent reading, writing and speaking abilities in English.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

CONDITIONS OF EMPLOYMENT

Evaluation of consultants will be held to the highest ethical standards and are required to sign a Code of Conduct upon acceptance of the assignment. This Evaluation shall be conducted in accordance with the principles outlined in the UNEG 'Ethical Guidelines for Evaluations'.

It should be noted that this consultancy is to be filled for an initial period of twelve (12) months with a possibility of an extension. This is a full-time position.

Please note that the daily rate for Band A varies from CA$ 186 to $248.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: ICAO Career Website

NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.

Administrative Assistant