Closing date: Friday, 30 January 2015
International Civil Aviation Organization Vacancy Notice
POSITION INFORMATION
Post Title: Administrative Assistant
Vacancy Notice: 2015/06/G 102012
Level: G-5
Posting period: 28 January -10 February 2015
Duty Station: Cairo
Date for entry on duty: After 10 February 2015
THE ORGANI ZATIONAL SETTI NG
The ICAO Middle East (MID) Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate 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 in their implementation activities. Within this context, the Administrative Assistant supports the Administrative Officer's tasks for delivering quality services in HR and administration, mastering all relevant rules, guidelines, processes and procedures. S/he will be part of a team actively engaged in contributing to and accomplishing the vision, mission and goals of ICAO. S/he takes a client-oriented, results-focused approach to interpreting the administrative rules, procedures and guidelines in providing support and guidance to the Regional Office and ICAO projects. The Administrative Assistant also assists the Administrative Officer in activities related to personnel, finance, office automation, conference services, procurement, building and equipment management and maintenance, registry and mailing, secretariat, document reproduction, protocol and formalities, as well as other general services. The Administrative Assistant reports directly to the Administrative Officer with whom s/he consults on complex administrative issues.
The incumbent supports some of the Administrative Officer's activities, such as the distribution of task between the drivers and Cleaner/Messenger, who perform administrative and support services.
MAJOR DUTIES AND RESPONSI BILITI ES
Functi on 1 (i ncl . Expected resul ts)
Provides administrative support to the Administrative Officer, achieving results such as:
- Contribute to the successful organization of meetings (conferences, workshops, retreats and other events) through the arrangement of administrative support with activities such as hotel reservations, airlines booking or confirmation, arranging and coordinating cocktail receptions.
- Ensure that proper records are kept of purchase orders, travel authorizations and claims payments.
- Facilitate access to information, keeping file of correspondence and documents duly updated.
Functi on 2 (i ncl . Expected resul ts)
Provides support to the ADM Officer on administrative matters relating to Human Resources processes and procedures, achieving results such as:
- In compliance with ICAO HR policies and strategies, prepare correspondence, review forms and documents submitted by staff members and provide advice and assistance to personnel on related matters.
- Facilitate and handle personnel matters for Professional and General Service staff, interpreting rules and regulations procedures, and assisting staff in administrative matters.
- Briefs new staff members (Professional/ General Service) on Administrative matters and arrange appointments with UNDP for professional staff members for security briefings.
- Control of staff attendance and timely preparation of reports to Headquarters, using ERP (Agresso), on the subject. Act as Attendance Focal Point.
- Ensure that proper records are kept of leave taken and updating leave balances for staff members and prepare monthly summary of leave taken during the month for submission to Regional Director and Administrative Officer.
- Prepares quarterly leave planned.
- Ensure the appropriate notifications of arrival/departure of professional staff members are submitted to Headquarters, Ministry of Foreign Affairs and UNDP and ensure relevant identity cards are obtained from/or surrendered to Ministry of Foreign Affairs.
- Maintain personnel records and assist in personnel matters.
- Prepare staff notices related to personnel and administrative matters.
- Download periodically from Staff Web all Staff Notices issued at Headquarters and save them at ICAO MID Office server.
Functi on 3 (i ncl . Expected resul ts)
Provides support to the Administrative Officer in administrative procedures and implementation, achieving results such as:
- Compliance with the government's rules and regulations in the preparation of the necessary forms, documentation and letters for submission to the Ministry of Foreign Affairs and UNDP for shipping and clearance through customs for office equipment and personal effects, purchase/sale of office or officers vehicles, issuance of residence visa for internationally recruited staff and their families, issuance/renewal of Ministry of Foreign Affairs Identity cards, issuance/renewal of vehicle licenses or local driving licenses for office and officers and duty free shop for office goods or officers.
- Procurement of visas for professional staff going on mission, ensuring that visas are obtained before departure whenever possible.
- Negotiate, review and adjust hotels corporate rates before submitting to Administrative Officer for final approval.
- Preparation of correspondence to Ministry of Civil Aviation or Government institutions on administrative matters. Receive and secure correspondence and attach necessary background information.
- Annual updating of ICAO MID Office Directory at UNDP Website.
Function 4 (i ncl . Expected resul ts)
Provides support to the Administrative Officer, in accounting and financial resources management, achieving results such as:
- Ensure Overtime for General Service staff is properly registered by preparation and calculation of their overtime sheets.
- Ensure the success of mission travels through administrative support arrangements on activities such as: travel, including preparation of travel authorizations, payment of advances, and revision of travel expense claims prepared by the incumbents.
- Ensure all purchase and procurement matters are followed up.
Functi on 5 (i ncl . Expected resul ts)
Ensures provision of efficient procurement and logistical services, supporting the tasks of the Administrative Officer, achieving results such as:
- Timely provision of supplies for the procurement of office supplies, and assistance in purchasing other office requirements.
- Annual updating and reconciliation of inventory for non-expendable property, for updating the inventory database, preparation of the correspondence for its delivery to Headquarters, and attachment of the corresponding support invoices.
- Make the appropriate arrangements for the disposal of inventory, according to the administrative guidelines on Management of Non-Expendable Property. On this basis, assist the Administrative Officer in overseeing sale of obsolete office furniture and equipment.
- Ensure the proper external distribution of local correspondence by messengers.
- Ensure a proper dispatch and receipt service of diplomatic pouch to/from Headquarters, in coordination with the Personal Associate to the Regional Director.
Functi on 6 (i ncl . Expected resul ts)
Provides support in different important matters, achieving results such as:
- Act as focal point for administration section on Implementation of the electronic records management system.
- Act as focal point on the Local Salary Survey Committee.
- Replace Administrative Officer in her/his absence on administrative and personnel matters on daily basis.
- Replace Finance and Administration Assistant in her/his absence. Functi on 7 Performs other related duties, as assigned.
QUALI FICATIONS AND EXPERI ENCE
Educational background
- Secondary education with comprehensive knowledge and/or office administration training, human resources and office automation.
- Professi onal experi ence and knowl edge
Essential
- At least five years of progressively responsible experience in office administration in a public or private administration.
- Good knowledge and work experience in communication and coordination tasks, maintenance of records and files, modern office technology.
- Good knowledge of commonly used MS Office applications including, but not limited to, Word, Excel and PowerPoint presentations.
- Experience working in a multi-national and multi-cultural environment. Ability to deal with sensitive and confidential matters in a prompt and discrete manner. Professi onal experi ence and knowl edge
Desirable
- Experience in administrative policies, protocol and procedures of the UN or large multinational organization.
- Good knowledge of ICAO's activities, practices and procedures, particularly of the administrative, functions and structure of the Organization.
- Experience in dealing with high level officials, government representatives or senior executives from States.
Language skills
- Fluent reading, writing and speaking abilities in English and Arabic.
- Knowledge of any of the following languages of the Organization (Chinese, French, Russian, Spanish) is desirable.
Competencies
- 1. Planning and Organizing: Ability to develop clear goals and set priorities and allocate time effectively to complete tasks. The incumbent is expected to work autonomously and under pressure.
- 2. Accountability: The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actions and outcomes.
- 3. Teamwork: Ability to work collaboratively and be part of the secretarial team, provide guidance and actively support the work of others in order to achieve goals.
- 4. Human relations: Ability to maintain harmonious working relationship and to work effectively with people from all backgrounds without discrimination against any individual or group.
- 5. Communication: Ability to communicate effectively and tactfully with people at different levels, to listen to others and respond appropriately and to demonstrate openness to share information and keeping people informed with due consideration on the sensitivity and confidentiality of the issues.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a fixed-term basis for an initial 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 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-5 EGP 89,679
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.