Job: Administrative Assistant

Location: Mexico
Deadline: Wednesday, 20 November 2013

Post Title: Administrative Assistant

Level: G-5

Duty Station: Mexico

Vacancy Notice: 2013/37/G 102080

Deadline for applications: 20 November 2013

Date for entry on duty: After 20 November 2013

THE ORGANIZATIONAL SETTIN G

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate international organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States/Territories in their implementation activities. The office operates in English and Spanish and all staff are required to be fluent in both languages.

Under the direct supervision of the Administrative Officer, the Administrative Assistant supports Regional Officers in meeting their responsibilities and performing their duties. The Regional Officers assign tasks and duties and evaluate the performance of the incumbent. In case of competing priorities, the Deputy Regional Director will take the necessary decision. The Administrative Assistant can contact the Administrative Officer and the Assistant to the Head of the Office for technical questions, guidance and coaching. The Administrative Assistant shall train and guide other Administrative Assistants. The post requires occasional international travel and working outside normal office hours to meet the operational requirements and deadlines for the production of deliverables.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)

Provision of office support services, achieving results such as:

• Draft, edit and text processing of documents including letters, papers and reports.
• Process incoming and outgoing documents.
• Maintain electronic calendars for appointments and other business activities.
• Administer travel preparation and arrangements.
• Leadership and coordination of the team of Administrative Assistants when substituting the Assistant to the Head of the Office.
• Train and guide other Administrative Assistants.
• Reception and administrative support duties when substituting for other Administrative Assistants or the Receptionist.
• Receive and provide information to visitors/public in general.
• Make, receive and filter telephone calls and take messages.

Function 2 (incl. Expected results)

Provision of effective records management, achieving results such as:

• Open, rearrange, close, transfer, re-route and maintain files pertaining to subjects dealt with by the Supervisor.
• Maintain file movement records, verifying for completeness.
• Follow-up and maintain accurate indexing of files on computer terminal.
• Maintain open and confidential correspondence files.

Function 3 (incl. Expected results) Provision of event organisation services, achieving results such as:

• Coordinate the preparation and conduct of events, including participant registration, coordination with external event organisers, preparation of event documentation.
• Provide logistical support and coordination for events organised by ICAO.
• Travel by air to destinations outside of Mexico City and Mexico to support events.

Function 4 (incl. Expected results)

Maintain databases and library, achieving results such as:

• Update information in existing databases, including air navigation deficiencies, meeting conclusions, contacts, etc.
• Create new databases as required.
• Update office library with new documents received.

Function 5 (incl. Expected results)

Assist the Regional Officers in preparing presentations, reports and corresponding documentation for meetings and conferences, achieving such results as:

• Coordinate with Officers concerned requesting inputs in order to ensure comprehensive and timely information. Compile, edit and finalize presentations, reports and documentation for submission in a timely manner. Prepare PowerPoint presentations for briefings and meetings in accordance with established formats. Research, collate and prepare briefing documents for the Supervisor as required.

QUALIFICATIONS AND EXPERIENCE

Educational background

Secondary school diploma and office administration training required. University education not required but beneficial.

Professional experience and knowledge

• A minimum of five years bilingual office administration experience required, preferably with an international organization or a government.
• Translation, revision as well as event organisation experience required.
• Personal computer, Microsoft Windows, Word, Outlook, Excel and PowerPoint proficiency required. Microsoft Access and Project proficiency beneficial.
• A minimum typing speed of 40 words per minute in English and Spanish.

Language skills

Fluency in English and Spanish speaking and writing is required. Knowledge of French is desirable. Knowledge of any of the other languages of the Organization (Arabic, Chinese, Russian) is an asset.

Competencies

1. Judgement and decision-making: The person is in a role where s/he is expected to identify key issues quickly, gather relevant information, consider positive and negative impacts, check assumptions against facts and make tough decisions when necessary.
2. Client orientation: The willingness and ability to see things from the clients' perspective, anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
3. Commitment to continuous learning: The willingness and ability to engage in self-development, keep oneself up-to-date with new developments, help others to learn and learn from others.
4. Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently; and the ability to organize and complete tasks within deadlines.
5. Teamwork: The willingness and ability to work collaboratively with others.
6. Accountability: The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actions and outcomes.

CONDITIONS OF EMPLOYMENT

It should be noted that this post is to be filled on a fixed-term basis for a period of three 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 2001 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 1990 is 62, and on or after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int.

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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