International Civil Aviation Organization (ICAO) is Hiring for an Administrative Assistant

Administrative Assistant, FIN
Location: Montreal, QC, Canada

Job Description

This section provides a comprehensive overview of the role of an Administrative Assistant within the Finance Branch of the International Civil Aviation Organization (ICAO).

The Organizational Setting

• Finance Branch Responsibilities: This branch is the core financial hub of ICAO. Its primary functions include:
  • Policy Development and Application: Creating and implementing the rules and guidelines that govern how ICAO manages its money (budgeting, accounting, financial procedures).
  • Budget Management: Overseeing the approved budget according to established rules (Financial Regulations and Rules) and directives from the governing bodies (Assembly and Council).
  • Budget Preparation: Contributing to the creation of budget proposals for consideration by the Council and Assembly. This includes determining how much each member state (Contracting State) will contribute (scale of assessment).
  • Financial Control: Once the budget is approved, the branch is responsible for:
    • Allotment Management: Issuing and controlling how funds are allocated to different areas.
    • Account Maintenance: Keeping detailed records of money spent and received for various activities like:
      • Salaries
      • Services
      • Equipment purchases
      • Travel costs
      • Sale of publications
    • Program Coverage: Managing finances for both the standard operations (Regular Programme) and projects focused on technical assistance (Technical Co-operation programmes).
  • Treasury Functions: Handling the Organization’s banking activities and investments.
• Chief, Finance Branch’s Role: This individual holds a significant position within ICAO’s financial structure:
  • Finance Committee Secretary: Acts as the administrative support and liaison for the Finance Committee.
  • Principal Financial Officer: The highest-ranking financial official.
  • External Auditor Liaison: Maintains close communication with the independent auditors who review ICAO’s financial records.
  • Financial Statement Certification: Officially approves all of ICAO’s financial reports.
• Reporting Structure: The Administrative Assistant reports directly to the Personal Associate to the Chief Finance Branch. This suggests a close working relationship with the Chief’s immediate support staff.
• Task Assignment: The incumbent will receive assignments from both the Financial Services (FSV) and Accounting Services (ASV) sections, indicating a role that spans different areas within the Finance Branch.
• Support to Chief: Provides routine administrative support to the Chief, Finance Branch, suggesting tasks that are essential for the smooth operation of the Chief’s office.

Major Duties and Responsibilities

This section outlines the core functions and expected outcomes of the Administrative Assistant role.

• Function 1: Office and Administrative Support to the Finance Branch
  • Year-End Statements (SSA Consultants): Preparing financial summaries for consultants hired under Special Service Agreements, in coordination with the team responsible for paying bills.
  • Support for Section Chiefs: Assisting the heads of different sections within Finance by:
    • Conducting background research.
    • Compiling relevant documents.
    • Helping prepare reports and documents (working papers) for the Finance Committee, Council, and Assembly.
  • State Letters and Staff Notices: Assisting in the preparation and submission of official communications to member states and ICAO staff, ensuring they are translated and distributed correctly.
  • Banking Correspondence: Communicating with banks regarding opening and closing accounts and keeping a list of authorized individuals who can sign on behalf of ICAO, ensuring this list is approved by the highest authority (Secretary General).
  • HR Support: Providing administrative assistance to supervisors within Finance for confidential human resources related documents.
  • Year-End Instructions: Ensuring that all relevant staff (Directors, Section Chiefs at Headquarters and Regional Offices, Supervisors within Finance) receive instructions for year-end processes, including deadlines, and following up on missing documents.
  • Year-End Financial Statements Coordination: Acting as the main point of contact for gathering and receiving all the necessary information and text for the annual financial statements. This involves continuous review, finalization, and submission to the External Auditors within strict deadlines.
  • External Auditor Support: Preparing requests for banks and suppliers to directly confirm financial information to the External Auditors. This includes ongoing monitoring and contacting those who haven’t responded to ensure all necessary feedback is received by the deadline.
• Function 2: Management, Assignment, and Monitoring of Tasks
  • Task Facilitation: Supporting Section Chiefs by tracking deadlines and monitoring the progress of task completion to ensure things get done on time.
  • Annual Report Contribution: Providing updated and accurate information on behalf of Section Chiefs for the Annual Report to the Council, coordinating with colleagues within Finance.
  • Proofreading and Formatting: Reviewing documents to ensure they are free of errors and formatted according to ICAO’s standards.
  • Incoming Correspondence Review: Carefully reviewing incoming mail, identifying items that require sensitive handling, and maintaining electronic records of all correspondence.
  • Correspondence Dispatch and Follow-up: Sending out mail, often electronically, on behalf of the Finance Branch and actively following up on responses that are still pending.
  • File Management: Transferring, routing, and tracking files, including the pick-up and delivery of highly confidential files to other sections when needed.
• Function 3: Production and Review of Documentation
  • Document Processing: Compiling, assembling, and marking up documents (in Word and Excel) for electronic submission to language sections for translation, ensuring deadlines are met.
  • Correspondence Editing: Editing official letters and documents for signature by the Secretary General or the Chief, Finance Branch, ensuring correct grammar, style, and adherence to ICAO’s rules and procedures.
  • Drafting and Finalizing Documents: Creating, editing, and finalizing documents, including confidential ones like working papers, reports, emails, and other correspondence.
  • Routine Correspondence Drafting: Assisting in writing standard letters and communications for final approval by the Secretary General.
  • Electronic Filing System: Maintaining an organized electronic system for quick and easy access to correspondence, reports, notices, manuals, financial records, and other documents.
• Function 4: Office Service Support
  • Meeting Preparation: Ensuring that the Chief of Finance Branch has all necessary documentation and reference materials compiled in a timely manner for various meetings, including those of ICAO’s governing bodies (Assembly, Council, Finance Committee).
  • Oral Report Preparation: Participating in the preparation of verbal reports that are submitted for acceptance by the Chief, Finance Branch, and approval by the Secretary General and the Chairperson of the Finance Committee.
  • Staff Attendance Focal Point: Acting as the main contact person for keeping records of Finance Branch staff members’ attendance.
  • Conference Room Booking Focal Point: Acting as the main contact person for booking the Finance Branch conference room and other meeting rooms online.
• Function 5: Advice and Guidance to General Service (GS) Accounting Officers and Clerks
  • Operational Back-up: Providing support and covering for the Administrative and Finance Assistant when needed.
  • Administrative Guidance: Offering advice and guidance on administrative procedures and ensuring adherence to protocol.
  • Regulation Awareness and Application: Staying informed about updates and changes to ICAO’s administrative rules, policies, and procedures. Informing relevant sections and ensuring these rules are applied correctly and consistently.
  • ERP Support: Assisting colleagues within the Finance Branch with questions about accessing information in the Enterprise Resource Planning (ERP) system, specifically regarding leave and obtaining reports.
• Function 6: Other Related Duties
  • Flexibility: Performing any other tasks or duties as assigned, indicating a willingness to adapt and contribute to various needs within the branch.

Qualifications and Experience

This section outlines the required and desired qualifications and experience for the role.

• Education:
  • Essential: A high school diploma or equivalent is mandatory.
  • Desirable: Completion of courses focused on secretarial skills and office automation, particularly in using Microsoft Word, Excel, and Outlook, would be beneficial.
• Professional experience:
  • Essential: A minimum of five years of experience working in administrative roles, preferably in a related administrative field, is required. Experience in preparing correspondence and reviewing various reports and presentations is also essential.
  • Desirable: Previous experience working within the United Nations Common System (the framework used by UN agencies) would be advantageous. Good knowledge of how ICAO operates, its practices, and procedures, especially regarding administrative aspects, would also be preferred.
• Languages:
  • Essential: The ability to read, write, and speak English fluently is a must.
  • Desirable: A working knowledge of any other official ICAO language (Arabic, Chinese, French, Russian, Spanish) would be a plus.

COMPETENCIES

This section describes the key skills and attributes needed to perform effectively in this role.

• Professionalism: This competency emphasizes the ability to perform the job with skill, integrity, and dedication. Key aspects include:
  • Problem Solving: Analyzing financial issues and suggesting solutions.
  • Accuracy: Being good with numbers and able to prepare accurate financial reports.
  • Software Proficiency: Advanced skills in Microsoft Office (Excel, Word, PowerPoint).
  • Administrative Knowledge: Strong understanding of administrative processes, office software, and record keeping.
  • Proactiveness and Initiative: Taking initiative and being proactive while exercising good judgment, being thorough, accurate, and paying attention to detail.
  • Research and Communication: Ability to research topics, develop ideas, and communicate them clearly.
  • International Awareness: Understanding the complexities of working in an international environment and handling sensitive information discreetly.
  • Computer, Proofreading, and Editing Skills: Strong technical skills in these areas.
  • Commitment and Efficiency: Taking pride in work, demonstrating competence, meeting deadlines, and achieving results.
  • Motivation: Being driven by professional goals rather than personal ones.
  • Persistence: Continuing to work through difficult problems.
  • Composure: Remaining calm in stressful situations.
  • Gender Sensitivity: Ensuring equal participation and consideration of gender perspectives in all work.
• Communication: The ability to communicate effectively with others. This includes:
  • Clarity: Speaking and writing in a clear and understandable manner.
  • Active Listening: Listening carefully, understanding messages, and responding appropriately.
  • Questioning: Asking questions to clarify information.
  • Audience Awareness: Tailoring communication style to the audience.
  • Information Sharing: Being open and keeping others informed.
• Planning and Organizing: The ability to plan and manage work effectively. This involves:
  • Goal Setting: Setting clear goals aligned with strategies.
  • Prioritization: Identifying and prioritizing tasks.
  • Flexibility: Adjusting priorities as needed.
  • Resource Allocation: Allocating time and resources appropriately.
  • Risk Management: Identifying potential risks and planning for them.
  • Monitoring and Adjustment: Tracking progress and making changes to plans as needed.
  • Time Management: Using time efficiently.
• Accountability: Taking responsibility for one’s actions and commitments. Key aspects include:
  • Ownership: Taking ownership of responsibilities.
  • Commitment: Honoring commitments.
  • Delivery: Meeting deadlines and quality standards.
  • Compliance: Following organizational rules and regulations.
  • Responsibility for Others (if applicable): Supporting and overseeing delegated tasks.
  • Self-Reflection: Taking responsibility for one’s own shortcomings.
• Client Orientation: Focusing on meeting the needs of those being served. This involves:
  • Client Perspective: Seeing things from the client’s point of view.
  • Partnerships: Building productive relationships with clients based on trust and respect.
  • Needs Identification: Understanding client needs and finding appropriate solutions.
  • Monitoring and Anticipation: Staying informed about the client’s environment to anticipate problems.
  • Progress Updates: Keeping clients informed of progress or setbacks.
  • Timely Delivery: Meeting deadlines for providing services or products.
• Technological Awareness: Staying up-to-date with and effectively using technology. This includes:
  • Knowledge of Technology: Being aware of available technology.
  • Applicability: Understanding how technology can be used in the work.
  • Application: Actively using technology for appropriate tasks.
  • Learning: Being willing to learn new technology.

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