Inventory and Logistics Assistant, ADB

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results-based management skills and tools to support the Organization in implementing its Strategic Goals, in order to serve all stakeholders of the world aviation community.

The Safety & Security and General Services (SSG) Section is responsible for the overall coordination and management of security & safety of premises, building and facilities management, travel services, commissariat operations, rental of office space, business continuity and organizational resilience management, and property control and logistics services including inventory, storage and supply

The Property Control & Logistics and Commissariat Unit (PCL) is responsible for all asset receiving, asset management, and Inventory database for all of ICAO HQ and Regional Offices. PCL is also responsible for mail, diplomatic pouch and management of the Commissariat. 

The incumbent reports directly to the Head, Property Control, Logistics and Commissariat who assigns tasks, and decides on priorities. The incumbent is expected to work under the general supervision of the H/PCL, with whom s/he consults on complex technical matters.

Coordinates inventory and asset management activities, including gifts and Non-Expendable items, ensuring accurate records, proper control and timely resolution of discrepancies, achieving results such as:

• Coordinate the receipt of inbound assets and deliveries through the Shipping/Receiving Area and inspect goods for quantity, condition and conformity with purchase orders.
• Record incoming assets in Quantum ERP and apply barcode tags, maintaining accurate records of partial and complete deliveries and items in transit.
• Ensure the safekeeping of assets and manage PCL warehouse space for unboxing, preparation and release of goods.
• Investigate discrepancies involving lost, damaged or missing assets and recommend corrective action.
• Coordinate the timely release of assets with originating offices and record all pick-ups in the chain of custody register.
• Liaise with Security agents on special shipments requiring freight elevator access and external moving services.

• Perform physical inventory verification and reconciliation activities.

Serves as a focal point for inventory management systems, electronic records and document controls, ensuring accurate, timely and accessible information, achieving results such as:

• Serve as the focal point for the timely updating of the Asset Receipt and Fixed Asset modules in Quantum ERP.
• Maintain electronic records of asset movements throughout their lifecycle, ensuring accurate and timely updates to systems and databases.
• Maintain electronic registries of gifts and other items for safekeeping by PCL.
• Oversee the inventory control system for ICAO Headquarters and Regional Offices, complying with ICAO's policies and procedures related to Asset Management and Property, Plant and Equipment (PP&E).
• Serve as the focal point for PCL-related requests and support tickets in UNall ServiceNow.
• Generate inventory related reports.

Supports logistics and mailroom operations, achieving results such as:

• Process incoming access requests and authorize/sign off on deliveries in the Shipping and Receiving area.
• Record and track incoming mail, asset deliveries and parcels, ensuring accurate records and timely processing.
• Sort and redistribute incoming mail and shipments, including parcels, registered mail and packages, and notify recipients and Delegations for prompt collection.
• Coordinate with carriers, couriers and internal recipients to resolve delivery issues and ensure the timely receipt and distribution of shipments.
• Maintain accurate logs and supporting documentation for incoming deliveries, mail and parcels, and provide information for tracking, reconciliation and reporting purposes.
• Monitor delivery activities and follow up on outstanding or delayed shipments to ensure timely resolution and proper receipt.
• Maintain daily schedule of Shipping and Receiving access requests.

Maintain the accuracy, currency and completeness of inventory-related documentation and records, achieving results such as:

• Coordinate the timely preparation, approval and record-keeping of inventory documents and forms, including asset transfers, write-offs, and missing, lost or stolen asset documentation.
• Assist in the preparation and filing of incident reports including IOMs required for Write-offs.
• Maintain document archives and ensure daily updating and reconciliation of inventory records.
• Liaise with Regional offices to consolidate inventory related documents and spreadsheets.

Provides support to ICAO Commissariat retail operations during staff absences or periods of heavy workload, achieving results such as

• Process in-store, online and Meeting orders accurately and efficiently.
• Provide customer service, product information and order assistance.
• Maintain customer records and coordinate access and eligibility requirements.
• Replenish stock and maintain an organized and properly stocked sales area.

Performs other related duties, as assigned.

Essential: 

• High school diploma, is required.

Desirable: 

• Additional training or certification in inventory /supply-chain management, business administration, or related field.

Essential

• A minimum of five (5) years of experience in inventory management, mailroom services, retail management, warehousing or related field. 
• Experience in receiving deliveries of assets, parcels, mail etc.

Desirable

• Experience in Shipping and Receiving area (loading docks).
• Experience in warehouse management.
• Experience in retail cashier and customer service.

Essential:

• Fluent reading, writing and speaking abilities in English and French.

Desirable:

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

Professionalism: Knowledge and skills in office automation equipment and MS Office applications. Knowledge of inventory management practices and pertaining rules such as ICAO’s Policy on Asset management and PP&E. Understanding of the international environment and dealing with sensitive and confidential matters with diplomacy and tact. Sound judgment, thoroughness, accuracy, attention to detail and flexibility. Initiative and proactive approach to tasks. Ability to physically handle, lift, move and organize inventory and equipment as required. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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.

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.