Administrative

1 week ago

Montreal, Quebec, Canada International Civil Aviation Organization - ICAO Full time
Job Opening

Posting Title:

  • ADMINISTRATIVE ASSISTANT, G5
    Job Code Title:
  • ADMINISTRATIVE ASSISTANT
    Department/Office:
  • International Civil Aviation Organization
    Duty Station:
  • MONTREAL
    Posting Period:
  • 26 June July 2023
    Job Opening Number:
  • 23-Administration-ICAO R-Montreal (X)
    Staffing Exercise
  • N/A

United Nations Core Values:
Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting
Within the Capacity Building & Implementation Bureau, the Revenue and Product Management (RPM)

Section, is responsible for revenue-generating activities in the Organization under the auspices of the Ancillary Revenue Generation Fund (ARGF). The functions include the efficient planning, organization and implementation of marketing revenue-generating products emanating from ICAO intellectual properties. The Section is equally responsible for recommending, developing and executing advertising and promotional campaigns. Furthermore, the Section leads actively in the development of new products and services and recommends new business opportunities. The revenue-generating products and services consist of and are not limited to :

Events; Partnerships and licensing of ICAO intellectual properties; ICAO periodicals and web listing advertising sales; Data and statistical products; and Traditional print and electronic publications.

The Section also provides printing, reproduction and distribution services.

The incumbent reports directly to the Chief, RPM (C/RPM), who assigns tasks and manages the Section.

It is expected that the incumbent will be able to work independently on tasks assigned, maintain the administrative functions of the Section and anticipate and plan for the ongoing needs of the Section.

The incumbent will be required to use Agresso, ICAO's financial system and e-recruiter, ICAO's online recruitment system. This post does not supervise others but needs extensive coordination with the Units of the Section.

Responsibilities:

Function 1 (incl. Expected results)
Coordinates administrative work for the RPM Section, undertaking tasks such as:

  • Provide administrative support to C/RPM in order to ensure proper coordination with respect to the work of RPM including communicating with the Office of the Secretary General, Bureau Directors and Deputy Directors.
  • Coordinate with the Office of D/ADB on the schedule for the submission of material; manage the Section task list including a 'bring forward' system for deadlines and deliverables.
  • Provide administrative support to RPM Units and coordinate the administrative needs of the Units across the Section including the management of a central task list.
  • Coordinate, plan and facilitate meetings as required.
  • Monitor implementation of Performance and Competency Enhancement (PACE) by staff and supervisors.
  • Monitor time and attendance records and track staff leave plans.
  • Coordinate computer access, building access, office hardware and software for Section.
  • Manage the travel needs for the Section including the preparation of travel authorizations and coordination with Travel Unit regarding travel arrangements.
Function 2 (incl. Expected results)
Manages the correspondence and documentation of the RPM Section (review, proofread and edit documentation), undertaking tasks such as:

  • Ensure that priorities are established and deadlines are met for correspondence and the documentation of the Section.
  • Verify accuracy of material leaving the RPM Section. Proofread and review documentation for correctness and in conformity with established format standards and procedures.
  • Draft correspondence and annexes needed for consultancy contracts and renewals.
  • Arrange documents for translation with a markup for electronic submission, coordinating with language sections and DMO in order to meet deadlines.
  • Dispatch correspondence, on behalf of C/RPM and follow up on outstanding responses.
  • Maintain RPM electronic files, serve as the focal point for the filing system and ensure correspondence and RPM documentation (reports, contracts, presentations, etc.) are classified, filed and stored electronically for retrieval.
Function 3 (incl. Expected results)
Contributes to the management, assignment and monitoring of tasks ensuring their timely completion across the Units within RPM, undertaking tasks such as:

  • Review and manage incoming correspondence and tasks, identifying items requiring sensitive treatment.
  • Prioritize tasks on the task list in consultation with C/RPM, Unit Heads and staff members where necessary.
  • Manage and monitor the electronic task system assigned by the Office of the Director, Bureau of Administration and Services and distribute assignments accordingly.
  • Coordinate and support Unit Heads and staff on administrative matters, often under tight and conflicting deadlines; monitor the progress of task completion and flag any delays for necessary action.
  • Provide advice and gui

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