Administrative Assistant

2 weeks ago

Montréal, Canada United Nations Full time

The Global Aviation Training (GAT) Section in the Technical Cooperation Bureau (TCB) is responsible for the planning, management and coordination of all ICAO aviation training activities ensuring the efficient, effective and harmonized implementation of the ICAO Training Policy and response to training needs of Member States, international and regional organizations, aviation industry and other partners. GAT is the ICAO focal point of contact for all training and associated activities.

Under the overall guidance and management of the Chief, GAT Section, the incumbent reports to the Associate Administrative Officer, who is responsible for assigning tasks, deciding on priorities and providing instructions on special tasks. The incumbent also works closely with other officers from GAT Section with whom s/he consults and adjusts day-to-day priorities.

**Responsibilities**:
Function 1 (incl. Expected results)
Provides administrative support in the preparation of consultancy contracts and payments, achieving results such as:

- Assist in the preparation of contract documents with managers within GAT Section.
- Prepare and enter requests related to consultancy vacancy notices, contracts and staff renewals in e-recruiter.
- Provide support in the coordination of timesheets for consultants.
- Maintain workflows and prioritize Agresso tasks to ensure timely payments to suppliers.
- Enter requisitions in Agresso and track progress as necessary.
- Ensure correct implementation of procurement-related practices and procedures in compliance with ICAO rules and requirements.
- Review suppliers’ invoices against purchase orders, prepare payment instructions and approve for payment.
- Investigate, follow-up and resolve payment inquiries in collaboration with GAT Section staff, and staff in TCB, regions and Finance.
- Coordinate computer access, building access, office hardware and software for consultants and temporary staff.
- Respond to various related queries and give advice on associated processes.

Function 2 (incl. Expected results)
Provides technical and administrative support for the planning and scheduling of missions related to GAT training activities, achieving results such as:

- Coordinate with GAT team members (staff, consultants, assessment team, instructors, etc.), Travel Unit and Finance Branch (Travel Claims and Accounts Payable Sections) for the preparation of itineraries, travel authorizations, and obtaining Daily Subsistence Allowance (DSA) advances for all GAT missions.
- Follow up with GAT and TCB staff to resolve related issues and to communicate potential delays.
- Ensure the necessary Security Clearances and authorizations are obtained for each mission in collaboration with other sections and ICAO regions as needed.
- Assist team members conducting GAT missions in obtaining entry visas, and validate travel expense claim forms submitted by team members after the mission.

Function 3 (incl. Expected results)
Prepares GAT documentation and certificates required for training courses/seminars/workshops, achieving results such as:

- Prepare training documentation and certificates accurately and ensure timely and professional dispatch.
- Liaise and coordinate with Documents Management and Outsourcing Unit, Editorial Unit and external translation services to ensure accurate and timely production of correspondence and training material for seminars/workshops/meetings.
- Ensure official communication and correspondence comply with relevant ICAO standards and protocols.
- Inform Training Implementation Associates and GAT Professionals of technical problems and contribute to the resolution of such issues.
- Process TRAINAIR PLUS membership documents including letters, certificates, plaques, etc.
- Track and highlight technical and software issues for correction and improvement.
- Propose improved methods and processes for the preparation of GAT training courses documentation and certificates.

Function 4 (incl. Expected results)
- Classify, sort and maintain electronic data.
- Update and maintain programme websites, propose improvements to presentation of images and textual content.
- Ensure that all paper and electronic records on file are correctly classified and identified; photocopy and scan documentation, as required.
- Maintain copies of documents, instructions, reports and records up-to-date.
- Contribute to the creation and maintenance on an electronic registry system in accordance with ICAO rules and procedures.
- Ensure the GAT Section files are properly stored and accessible; ensure the safe keeping of documents.
- Open and maintain files; maintain file movement records; keep documents and miscellaneous papers; and undertake searches for reference material in files or documents, etc.
- Assist in generating statistical reports for the GAT Section.
- Provide reference assistance and verifies file reference databases as needed.

Function 5 (incl. Expected results)
Prepares for and services meetings

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