Administrative Assistant

6 months ago

Québec, Canada United Nations Full time

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.

**Responsibilities**:
Function 1 (incl. Expected results)

Performs administrative and clerical work in PRO, as needed, achieving results such as:

- 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.
- 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.

Function 2 (incl. Expected results)

Acts as HR focal point for the Procurement Section, achieving results such as:

- 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.

Function 3 (incl. Expected results)

Assists the Procurement Unit (PRU) and the Procurement Contracts Unit (PCU), as needed, achieving results such as:

- 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.

Function 4 (incl. Expected results)

Assists Chief of Procurement, achieving result such as:

- Prepare statistical reports as may be required.
- 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.

Function 5 (incl. Expected results)

Prepares for and services PRO meetings, achieving results such as:

- 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).

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Competencies

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 entire

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