Job Description

Special Notice:

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

ICAO Core Values: Integrity, Professionalism, Respect for Diversity.

THE ORGANIZATIONAL SETTING

The ICAO NACC Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States in their implementation activities.

The Administrative Assistant reports directly to the Administrative Officer, with whom s/he consults on complex administrative issues. Specific instructions and directives will be provided by the Administrative Officer on special tasks or complex issues.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)

Provides administrative support, achieving results such as:

Maintain record of and assist the Administrative Officer in managing NACC extra budgetary funds expenses in Quantum on a monthly basis.
Process CDI and travel advance payments.
Process tax recovery applications through the Mexican Ministry of Foreign Affairs (SRE).
Prepare the necessary forms, documentation and letters for submission to the Ministry of Foreign Affairs for shipping and clearance through customs for office equipment and personal effects, purchase/sale of vehicles, and issuance of vehicle plates
Review, screen, log and route documents and correspondence coming in and out of the Office and ensure that necessary background documents are attached.
Maintain effective follow-up system to track and locate the documents and correspondence.
Maintain files whether in hard copy or electronic format for reference of the directorate on specific, policy as well as confidential issues.
Prepare correspondence, documents and reports, some of which are highly confidential, ensuring accuracy and conformity with ICAO procedures and standard format.
Prepare non-substantive correspondence and ensure timely dispatch.
Perform general duties such as receiving and screening incoming calls and answering queries in a discrete manner.
Control, supervise and keep log of pouch dispatch, incoming and outgoing.

Function 2 (incl. Expected results)

Supports the Administrative Officer on procurement-related services, achieving results such as:

Annually update and reconcile inventory for non-expendable property, update the inventory database, prepare the correspondence for its delivery to Headquarters, and attach the corresponding support invoices.
Make the appropriate arrangements for the disposal of inventory, according to the administrative guidelines on Management of Non-Expendable Property.
Assist the Administrative Officer in overseeing the sale of obsolete office furniture and equipment.

Function 3 (incl. Expected results)

Coordinates travel arrangements, achieving such results as:

Coordinate with relevant Units,States/Administration, Organizations onthe programme of visit, developand finalizeprogramme of visit in consultation with supervisor.
In consultation with the relevant States/Stakeholders, arrange for visas andhotel bookings in line with the establishedrules and procedures.
Process mission travel request in accordance with the prescribed practice and procedures.
Process security clearance.
Process travel claims in a timely manner.
Assist supervisor in the preparation of mission documentation and submission of the reports on schedule.

Function 4 (incl. Expected results)

Prepares periodic report and briefing documents, achieving such results as:

Coordinate with officers concerned requesting Inputs for the mission reports, according to the prescribed schedule.
Compile, edit and finalize the reports for submission in a timely manner.
Preparation of PowerPoint presentations for briefings and meetings prepared in accordance with the established format.
Research, collate and prepare briefing documents for supervisor as required.

Function 5 (incl. Expected results)

Performs other related duties, as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

High school diploma or equivalent education is required.

Desirable

Additional training or certification in business administration, finance, office administration, or related field.
English/Spanish translation and training in administration.

Professional experience

Essential

At least five years of progressively responsible experience in office administration in a public or private administration.
Experience working in a multi-national and multi-cultural environment.

Desirable

Experience in administrative policies, protocol and procedures of the UN or large multinational organization.
Experience in dealing with high level officials, government representatives or senior executives from States.

Languages

Essential

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

Desirable

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

COMPETENCIES

Professionalism: Good knowledge of ICAO's activities, practices and procedures, particularly of administrative functions and structure of the Organization. Good knowledge of office management maintenance of records and file and competency in modern office technology. Strong computer skills. Good knowledge of commonly used MS Office applications including, but not limited to, word, spreadsheet and PowerPoint presentation. Ability to deal with sensitive and confidential matters in a prompt and discrete manner. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitment, 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.

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.

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 timeline for delivery of products or services to client.

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.

CONDITIONS OF EMPLOYMENT

Please note that this is a locally-recruited position and in order to be eligible for this position, applicants must be either Citizens of Mexico or have a valid work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 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, in accordance with the provisions of the ICAO service code.

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

G-5 per annum

MX$ 434,768

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit: ICAO Careers 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.

Apply on Organization Website

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