Internal Distribution Clerk

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 Safety, Security and General Services Section (SSG), within the Bureau of Administration and Services (ADB) is responsible for the efficient and successful management of the provision of safety and security services for the entire Organization, as well as a variety of general support services.

Reporting to the Internal Distribution Assistant, the Internal Distribution Clerk provides distribution services to all sections of the Secretariat, National Delegations, Regional Offices, and participants of Assemblies, Conferences, and Meetings. The services provided are the distribution of all types of Publications, Meeting papers/documents, mail/correspondence, over the counter sales, and office stationery supplies. 

 

MAJOR DUTIES AND RESPONSIBILITIES 

Function1 (incl. Expected results)

Provides distribution services for of all types of Publications, Meeting papers/documents, mail/correspondence, over the counter sales, and office stationery supplies, achieving results such as:

• Count, sort, and prepare documents to be distributed to the different ICAO Secretariat Offices, National Delegations, Contracting States and International Organizations. 
• Record all documents distributed. 

Function 2 (incl. Expected results)

Assists in establishing distribution services for meetings, conferences and assemblies, achieving results such as:

• Support all special meetings, conferences, and assemblies, such as the setup and preparation of mailboxes, collating, counting, and distributing papers/documents to the meeting participants, Secretariat, and interpreters. 
• Provide the Secretariat, National Delegations, meeting participants and interpreters with publications, documents, or information.

Function 3 (incl. Expected results)

Operates the stationery supply counter, achieving results such as:

• Provide office stationery supplies over the counter to the Secretariat on a daily basis. 
• Provide office stationery supplies to Capacity Development and Implementation Bureau at 1001 Robert-Bourassa Boulevard. 
• Deliver boxes of photocopy paper to the designated area of the common photocopier for the Section.
• Track, count, and confirm stationery order delivery, process returns and make emergency orders if needed.
• Liaise with cartridge recycling service to pick-up used printer toner cartridges, prepare pallet for shipping and bring it to the Shipping/Receiving area. 

Function 4 (incl. Expected results)

Provides over the counter sales of publications/documents to the public, achieving results such as:

• Process orders for publications/documents by Secretariat offices and National Delegations, and update distribution lists accordingly.
•  Create order-invoices using MAGENTO, retrieve the items from the warehouse, prepare the order and call the party concerned when it is ready.

Function 5 (incl. Expected results)

Processes all incoming Headquarters mail (Canada Post, diplomatic pouches, couriers, etc.), achieving results such as:

• Pick-up from the Shipping/Receiving area in a timely manner. 
• Sort and disseminate mail to the appropriate mail slots.
• Open and date/time-stamp official correspondence and send to the Records Management Section (RMS) for special processing.
• Prepare registered mail and courier packages that require signatures from the recipient. 
• Dispatch items for the diplomatic pouches and Cigna International once a week. 
• Answer telephone and email queries concerning pending or received mail. 

Function 6 (incl. Expected results)

Performs other related duties, as assigned. 

QUALIFICATIONS AND EXPERIENCE 

Education

Essential

• High School Diploma or equivalent is required. 

Desirable

• Additional training or certification in business administration, finance, office management or related field is an asset. 

Professional experience

Essential

• A minimum of two years administrative experience.
• Experience in the application of rules and regulations and procedures, in particular with respect to document distribution.

Desirable

• Experience in shipping and inventory management practices.
• Work experience within an international organization or a government.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

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

COMPETENCIES

Professionalism: Familiarity with modern IT equipment and office productivity software. 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.

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.

 

CONDITIONS OF EMPLOYMENT

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 one (1) year (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 per annum

G CAD 39,177  

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.

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