Special Notice: Theย ICAO Assemblyย recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 โAchieve gender equality and empower all women and girls.โ
ย Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.
ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ICAO Core Values: Integrity, Professionalism, Respect for Diversity.
ย THE ORGANIZATIONAL SETTING
The Safety & Security and General Services (SSG) Section of the Bureau of Administration and Services (ADB) is responsible for the efficient and successful management of the provision of Safety & Security Services for the entire Organization, as well as a variety of General Support Services.
Reporting to the Head of General Services and Facilities Management Unit (GFM), the Internal Distribution Assistant is responsible For the provision of distribution services to all Sections of the Secretariat, National Delegations, Regional Offices and meeting Participants; providing administrative support in the areas of stationery and office supplies management; over the counter sales of publication; planning and coordination of distribution services during Headquarters meetings, including the triennial ICAO General Assembly; and processing incoming mail. The incumbent in this position is expected to use his/her own judgment and discretion in executing the duties/functions of the post including consultations with the Unit Head and/or Section Chief on complex internal distribution, office stationery inventory management policies and/or procedural issues. The incumbent supervises one distribution Clerk. The incumbent works independently and refers to H/GFM on complex cases.
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ย Function 2 (incl. Expected results) Effective management of stationery and office suppliesย achieving results such as: Reporting and monitoring of Internal distribution services KPIs to provide recommendations to the Unit Head on possible adjustments to stationery/office supplies and other factors that could improve the efficiency and/or effectiveness of required services. Management of stationery levels, including recommendations to Unit Head to optimize the acquisition of stationery and office supplies. Preparation of Terms of Reference (TOR) and requests for tender and evaluation of proposals for stationery items. Effective management and distribution of office stationery supplies, including toners, ink cartridges, paper etc. Paying the invoices of the stationery purchase orders. Timely processing of approximately 2000 stationery requests annually.
ย Function 3 (incl. Expected results) Provide over the counter and credit card sales of documents and reports to Finance.ย Achieving results such as: Timely and accurate entry of sales data in the system (Magento) for invoicing and inventory purposes. Communication with National Delegations, Secretariat and other documentation recipients to review and adjust standingย Information/Publications demands. Optimal print run requests of non-saleable documents such as documentation for meetings, working papers for Council and other governing bodies to minimize waste and disposal.ย ย ย ย ย ย ย Function 4 (incl. Expected results) Participate in co-ordination meetings for the preparation of large-scale Headquarters events,ย achieving results as: Review and recommendations of documentation and supplementary resources requirements for large scale events such as Conferences, general assemblies and divisional meetings. Preparation and dissemination of up-to-date distribution information to participants on the availability of meeting -related Documentation. Prepares the distribution location and provides the timeline need for the distribution of meetings documentations to the Meeting participants, Delegations on council, Delegations to ICAO, International Organizations and to ICA offices and for other ad-hoc documents ย Function 5 (incl. Expected results) Process Headquartersโ mail,ย achieving results as: Reception, sorting and time-stamping of incoming mail, including diplomatic pouches. Distribution of incoming mail to Records Management Unit for processing and forwarding of all other mail to Headquarter recipients, including National Delegations. Scanning and processing of all pouch contents, air waybills, etc Reception and posting of health insurance mail between staff (at Headquarter and Reginal office) and Cigna.
Function 6 (incl. Expected results)
Performs any other duties that may be assigned from time to time. QUALIFICATIONS AND EXPERIENCE ย Education ย Essential
Diploma of college studies (DEC) or equivalent is required. Additional training or certification in business administration. Finance, office management or related field is desirable. Professional experience A minimum of five years administrative experience in administration, finance, office management or general/ public Services.ย Experience in shipping and inventory management practices is an asset. Experience in the application of rules and regulations and procedures, in particular with respect to document distribution. Familiarity with modern IT equipment and office productivity software is essential. Work experience within an international organization or a government is an added value.ย Languages ย Essential Fluent reading, writing and speaking abilities inย English and French. Desirable A working knowledge of any other language of the Organizationย (Arabic, Chinese, French, Russian, Spanish).
ย COMPETENCIES
Professionalism:ย 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Communication:ย Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.
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 โclients โ and seeks to see things from clientsโ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clientsโ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clientsโ 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.
ย 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 Three (3) 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, in accordance with the provisions of the ICAO service code. ย 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. ย ICAO offers an attractive benefit package to its employees in accordance with the policies of theย International Civil Service Commission (ICSC).ย 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.
ย Remuneration:ย Levelย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย Net Base Salaryย per annum ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย G-5ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย CAD 45,127 ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
ย HOW TO APPLY Interested candidates must complete an on-line application form. To apply, please visit:ย ICAO Careers website.
ย 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.