Posting Title: ADMINISTRATIVE ASSISTANT, LEB, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/ Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 1 December 2020-15 December 2020
Job Opening number: 20-ADM–145381-R-MONTREAL (R)
Staffing Exercise ID: N/A
Org. Setting and Reporting
The Legal Affairs and External Relations Bureau (LEB) provides advice and assistance on legal and external relations matters generally, and in support of ICAO’s Strategic Objectives, to the ICAO Member States, governing bodies, President of the Council and the Secretary General, other ICAO Bureaus and Regional Offices. With regard to legal matters, the Bureau is responsible for: the provision of legal advice to the governing bodies and the Secretariat on legal issues, in particular on international law and air law; the general development of air law; the review of all agreements and contracts; and the performance of the treaty depositary functions of the Organization. With regard to external relations matters, the Bureau is responsible for: maintaining close and harmonious working relations with Member States; serving as focal point for the Organization’s relations with the Host Government; carrying out liaison and protocol functions; and monitoring and providing policy guidance and advice on current political events that might affect ICAO.
The incumbent reports directly to the Administrative Associate who provides general guidance and with whom s/he consults on complex technical issues. The incumbent will provide administrative support to the Legal Officers.
Function 1 (incl. Expected results)
Provides administrative support, achieving results such as:
•Type/format letters, memoranda, working papers, State letters, minutes, circulars, notices, etc., related to LEB areas, often of a confidential or urgent nature; assist with the preparation of the LEB agenda and documentation for ICAO Council sessions.
•Follow up with Legal Officers to ensure meeting of deadlines; initiate appropriate replies in absence of Supervisors.
•Perform administrative work in relation to the Advisory Joint Appeals Board (AJAB) and the United Nations Appeals Tribunal (UNAT), often of a confidential/urgent nature. In the absence of the Secretary of AJAB, coordinate related correspondence with the Chairperson and/or Members, Alternate Members/Secretaries/Representative of the Secretary General. Prepare for meetings/appeal hearings for AJAB / UNAT by booking conference rooms and other related logistical support.
•Monitor files for priorities and initiate responses on administrative issues, especially when Legal Officers (in capacity as Secretary of AJAB, or representative of the Administration) are on leave/mission, by coordinating with the Chairperson and members of AJAB to avoid delaying the procedures.
•Prepare travel authorizations and coordinate with Travel Unit (TRV) with respect to travel arrangements and visas.
•Liaise with Languages and Publications (LP) to ensure accuracy/timely translation/production of material (e.g. working papers, President and Secretary General Memoranda); submit jobs for translation/editing through the Electronic Documents and Enquiry Network (EDEN).
•Arrange appointments and organize meeting schedules of Supervisors.
•Respond to inquiries, obtain background information; initiate and undertake searches for reference material.
•Monitor/screen telephone calls, particularly in absence of Supervisors; assist with visitors.
•Create PowerPoint presentations and Excel worksheets.
•In the absence of other Administrative Assistants and/or Administrative Associate, cover their tasks and responsibilities.
Function 2 (incl. Expected results)
Provides administrative support services for Diplomatic Conferences, Legal Committees, Sub-Committees, Air Law Conferences and other meetings/working groups/task forces, achieving results such as:
•Coordinate the arrangement of administrative issues related to Diplomatic Conferences, Legal Committees, etc.
•Initiate and draft invitation letters to States and monitor replies.
•Initiate and undertake searches for reference material.
•Maintain an up-to-date list of participants.
•Prepare for meetings and videoconferencing by booking conference rooms, arranging for interpretation as appropriate.
•Prepare correspondence for approval of Legal Officers and collect documentation relating to meetings.
•Prepare necessary information for participants during the meetings by updating meeting website.
•Collect and assemble documentation.
Function 3 (incl. Expected results)
Performs quality control functions, achieving results such as:
•Examine all material for style, grammar, punctuation and accuracy; discuss amendments for clarity and or improvement of style with Supervisors where necessary.
•Proofread or assist in proofreading typewritten material for accuracy, completeness and conformity with established procedures.
•Help to ensure that priorities and deadlines are met.
Function 4 (incl. Expected results)
Provides effective records management, achieving results such as:
•Maintain files pertaining to subjects dealt with by Supervisors; maintain file movement records, verifying for completeness.
•Follow-up and maintain accurate indexing of files on computer terminal.
•Maintain open and confidential correspondence files.
•Control and maintain all personal appeal files and UNAT files; monitor files’ movement, verify them for completeness, presentation, follow-up, transfer, etc.; also maintain open and confidential correspondence files for the Secretary of AJAB, Representative of the Secretary General and sometimes Board Members.
Function 5 (incl. Expected results)
Maintains the websites for LEB Meetings and Conferences, achieving results such as:
•Discuss and propose website content with the Legal Officer in charge of the meeting.
•Liaise with ICT on the design and management of the website.
•Collect and post all relevant documentation on the website and maintain the website content.
Function 6 (incl. Expected results)
Performs other related duties, as assigned.
Professionalism: Solid knowledge of administrative procedures as well as office automation applications and maintenance of records; proficiency in the use of personal computers, Microsoft Windows, Microsoft Office applications; demonstrates initiative, judgement and a proactive approach to tasks as well as thoroughness, accuracy and attention to detail; excellent proofreading and editing skills; a good understanding of the international work environment; deals with sensitive and confidential matters with diplomacy and tact; ability to work under pressure and to cope with the demands of a dynamic work environment; 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 decision 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 colleagues, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timelines for delivery of products or services to client.
Completion of secondary school education, with additional completion of a secretarial course and office automation courses.
A minimum of five years of experience in secretarial/administrative work, four of which should preferably have been with an international organization or a government, in positions of increasing levels of responsibility is required.
Experience in preparing notes, correspondence, presentations and reports is required.
Fluent reading, writing and speaking abilities in English and a working knowledge of French.
A working knowledge of any other language of the Organization (Arabic, Chinese, 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 post and restricted to Canadian Citizens and Permanent Residents of Canada.
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.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations 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. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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 internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the 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 on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date
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Above texts are copied from United Nations Official Web Page (careers.un.org)
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