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administrative assistant

Job Description

The Procurement Section (PRO) is responsible for supporting ICAO’s procurement requirements including its Regional Offices, and those of the Technical Cooperation Bureau, and other United Nations Organizations, in accordance with ICAO’s Procurement Code, , and in the best interests of the Organization and Member States’ it cooperates with. The Section is responsible for managing the procurement requests, from procurement planning to conducting solicitation, preparing and negotiating contracts, preparing internal reports, and liaising with all ICAO Stakeholders and Requisitioners. The Section is responsible for the ICAO Corporate Procurement Plan.

The post reports directly to Chief, Procurement Section (C/PRO), the incumbent is expected to work independently on assigned tasks.

• Type letters, memoranda, reports, e-mails, minutes, notices, etc. often of a confidential or urgent nature, from verbal instructions, handwritten drafts or edited typewritten drafts.
• Prepare routine correspondence. Ensure that priorities and deadlines are met.
• Proofread, or otherwise, verify accuracy of material. Proofread own work, reviewing for correctness and conformity with established procedures before release.
• Keep up-to-date on, and carry out, the necessary administrative paper work (attendance reports, annual leave, travel forms, etc.)
• Coordinate appointments and meetings as instructed.
• Answer or coordinate correspondence received at procurement email addresses.
• Welcome and guide visitors.
• Raise requests in the Electronic Documents and Enquiry Network (EDEN).
• Raise Direct Purchase Orders (DPOs) in the Enterprise Resource Planning System (Agresso).
• Coordinate all meetings with allotment holders for the Corporate Procurement Planning and serve as Secretary for these meetings; i.e. prepare meeting reports and minutes as required.
• Coordinate with Secretary of the ICAO Contracts Board for any requests the Contracts Board may have and advise Chief of Procurement.
• Perform clerical work such as supply stationery, make photocopies, scan documents, prepare labels, filing of documents (paper and electronic), receive/deliver/forward mail, e-mails and courier, etc.

• initiate contractual information and monitoring the process for individual consultants,
• ensure compliance with HR policies and procedures for the PRO staff,
• review and edit job descriptions to ensure accuracy and completeness.

• Follow-up and updating of Sealed Tenders and Contracts Boards.
• Upon request, and to support buyers’ work, make calls requesting pertinent information required by buyers.
• Assist in the preparation of the necessary information for the Procurement Annual Report.
• Make copies and/or scan contracts.

• Prepare statistical reports as may be required.
• Assist the Procurement Section with preparing training documentation, follow-ups, emails, etc.
• Interface with the various ICAO Allotment Holders offering initial support on various procurement tasks, including accessing and assistance in the completion of forms, answering questions on the requirements for submission of a procurement request and collecting the annual procurement requirements from the various Sections;
• Propose improvements to the administrative office processes of the Section and interface improvements with Allotment Holders.
• Manage the calendar of appointments and meetings; provide reminders on priorities and deadlines; screen requests for appointments and meetings organized with allotment holders within the Organization as well as suppliers or officials from outside of ICAO.

• Book conference rooms; arrange facilities, equipment, catering, etc. as may be required.
• Prepare and distribute documentation; and assist in the preparation and hand-out of documentation.
• Support the work of PRO Section by facilitating organization and preparation of meetings.
• Coordinate and facilitate scheduling of meetings; maintain and keep track of appointments on the electronic calendar, including receiving visitors.
• Prepare travel and administrative arrangements for PRO staff participation at meetings away from Headquarters (HQ).

Professionalism: Knowledge of ICAO’s structure, correspondence and filing procedures. Knowledge of office automation equipment and contemporary software, including Microsoft Word, PowerPoint and Excel applications. Strong office coordination skills. 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.

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.

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.

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.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Essential
Completion of secondary education.

Desirable
Additional training in management of web-based information.

• Experience in the use of IT tools (Suite Office in Microsoft, in particular advanced excel) is required

• Experience in an international work environment or government is desirable.

• Experience in office administrative procedures and practices, organization and maintenance of technical records, and the preparation of data for inclusion in documentation is desirable.

Essential
Fluent reading, writing, and speaking abilities in English.

Desirable
Knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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 (3) 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. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
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 Net Base Salary per annum
G-5 CAD 43,269

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.

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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