Post Title: Administrative Assistant (Staff
Association)
Association)
Vacancy Notice: 2014/45/G 104020
Level: G-5
Posting Period: 14 – 27 October 2014
Duty Station: Montréal
Date for entry on duty: After 27 October 2014
THE ORGANI ZATI ONAL SETTI NG
The ICAO Staff Association (ISA) is the representative
body of staff at ICAO. The objectives of ISA are to defend the rights and
interests of staff, mainly as regards employment conditions. ISA acts as the
voice of staff and raises issues and concerns with the Administration to find
satisfactory solutions that will promote a healthy work climate. The Social and
Welfare Committee (SWC), an important actor within ISA, organises social and
recreational activities to maintain the cohesion of staff and improve staff
morale.
body of staff at ICAO. The objectives of ISA are to defend the rights and
interests of staff, mainly as regards employment conditions. ISA acts as the
voice of staff and raises issues and concerns with the Administration to find
satisfactory solutions that will promote a healthy work climate. The Social and
Welfare Committee (SWC), an important actor within ISA, organises social and
recreational activities to maintain the cohesion of staff and improve staff
morale.
The Administrative Assistant reports directly to the
Executive Committee (EXCOM) of the ISA through his President but also works in
very close collaboration with the Treasurer and the sub-bodies of the ISA such
as the SWC. The incumbent of this position in order to properly accomplish
her/his functions must be in contact and deal constantly with various
organizations and stakeholders such as: ICAO Delegations, Federation of
International Civil Servant Association (FICSA), local International
Organizations, employees and retirees of ICAO.
Executive Committee (EXCOM) of the ISA through his President but also works in
very close collaboration with the Treasurer and the sub-bodies of the ISA such
as the SWC. The incumbent of this position in order to properly accomplish
her/his functions must be in contact and deal constantly with various
organizations and stakeholders such as: ICAO Delegations, Federation of
International Civil Servant Association (FICSA), local International
Organizations, employees and retirees of ICAO.
The areas of responsibility of this position are as
follows: administer the ISA Office, provide advice to the President and the
EXCOM members, provide logistic and support services to various committees
mainly the SWC, manage Finance services, procurement and contracts, manage
filing system, and provide advice to employees and retirees. The incumbent
needs to be very autonomous and demonstrate a high degree of initiative.
follows: administer the ISA Office, provide advice to the President and the
EXCOM members, provide logistic and support services to various committees
mainly the SWC, manage Finance services, procurement and contracts, manage
filing system, and provide advice to employees and retirees. The incumbent
needs to be very autonomous and demonstrate a high degree of initiative.
MAJOR DUTI ES AND RESPONSI BI LI TI ES
Functi on 1 (i ncl . Expected resul ts)
Ensure general administration and operation of the
ISA, achieving results such as:
ISA, achieving results such as:
- Manage and coordinate all administrative
activities of the ISA Office. - Ensure coordination of the work done by
volunteers of the EXCOM. - Act as liaison between the members of the EXCOM
and the sub-bodies of the ISA. - Follow-up on current work items and plan future
matters to be discussed in the EXCOM. - Maintain the database of Staff Association
members. - Receive members and register requests to meet
Staff Representatives. - Manage the correspondence in order to thoroughly
review all documentation received including providing research if needed,
to ensure that immediate action are taken, to distribute all incoming
correspondence without delay, and to prioritize a follow up action if
necessary; to circulate ISA notices; and to publish the Newsletter. - Act as liaison agent between the ISA and FICSA.
- In collaboration with the Information and
Communication Technology Section (ICT) maintain the ISA web pages. - Organize, manage and maintain ISA and the
sub-bodies files and records. - Ensure that office equipment is functioning and
maintain stock of office supplies for the use of ISA members.
Functi on 2 (i ncl . Expected resul ts)
Provide administrative support to the President of ISA
in all his representational functions, achieving results such as:
in all his representational functions, achieving results such as:
- Organize the EXCOM meetings (schedule meetings,
reserve room, publish notices and prepare the minutes). - Prepare the General Assembly meetings (schedule
meetings, book hall, publish notices and record the minutes). - Manage and schedule the President’s appointments
and meetings with the Administration, ISA members, and representatives
from other associations. - Research and draft summaries on specific subjects
in the ISA records and in external documents (Joint Inspection Unit (JIU)
reports, other associations/unions’ documentation, FICSA reports, the
Internet, United Nations Administrative Tribunal (UNAT), International
Labour Organization Administrative Tribunal (ILOAT)).
Functi on 3 (i ncl . Expected resul ts)
Provide administrative support to the EXCOM, achieving
results such as:
results such as:
- Organize Policy Committee meetings (schedule
meetings, book rooms, publish notices and prepare minutes). - Act as liaison agent and coordinate with the
elected representatives in the Regional Offices. - Research specific subjects, as directed by EXCOM
members, and prepare summaries. - Organize and prepare training seminars and
workshops for staff representatives (contact trainer, make travel
arrangements, make physical arrangements for the training). - Coordinate appointments, meetings and
communications of staff representatives with the Administration.
Functi on 4 (i ncl . Expected resul ts)
Ensure logistic and support services to the SWC and
ISA sub-bodies, achieving results such as:
ISA sub-bodies, achieving results such as:
- Reply to routine inquiries (phone/email) from all
ICAO staff, Delegations, local International Organizations and ISA members
concerning the activities, fund raising events, corporate discounts,
outings, etc. - Act as liaison for the SWC and ISA sub-bodies
with all ICAO staff, Delegations, local International Organizations, the
service providers and vendors. - Organize and manage the activities for all ICAO
staff, Delegations and local Intl Organizations (publish the list of
activities, register members, schedule instructors, reserve rooms, collect
payments, make entries on Excel Spreadsheet). - Assist the SWC in the preparation of social
events (approximately five major events per year): prepare posters and
tickets; send notices; request gifts; obtain estimates for catering or
support activities, etc. - Analyze the new SWC projects and proceed to cost
and benefits analysis; prepare reports of financial implications of new
projects or for changes in projects proposed by employees or various
stakeholders; and make recommendations accordingly. - Assist in the operation of the ISA Boutique:
inventory, cash register and deposits. - Research and draft summaries on different social
activities, events and functions proposed by ICAO staff.
Functi on 5
Provide financial management and perform monitoring
and control of expenditure, achieving results such as:
and control of expenditure, achieving results such as:
- Prepare monthly and year-end closing entries as
required in SAGE accounting software. - Perform monitoring and control expenditure and
commitments for the ISA, the SWC and sub-bodies. - Ensure consistent application of appropriate
Financial Rules and Regulations, and administrative instructions in
resource management. - Review incoming invoices against approved
purchase orders and contracts ensuring adherence to contract terms; and
proceed for payment in a timely manner. - Analyze, review, identify discrepancies of various
expense accounts and undertake corrections as required; and present
results to Treasurer of ISA for information or action. - Ensure that revenue is recorded in accordance
with established rules and regulations. - Perform bank transactions, such as deposits, in
person, by mail or online, and make payments to vendors. - Provide information on recorded expenditures,
commitments and availability of funds. - Ensure the application of the ICAO Financial
Rules and Regulations and ICAO Procurement Code regarding routine
purchases. - Correspond with banking institutions on a yearly
basis, in order to maintain an up-to-date list of authorized signatories,
that are approved by EXCOM.
Functi on 6
Performs other related duties, as assigned.
QUALI FI CATI ONS AND EXPERI ENCE
Educati onal background
Secondary education is required. Successful completion
of formal office automation and/or office administration training/education or
equivalent experience is desirable.
of formal office automation and/or office administration training/education or
equivalent experience is desirable.
Professi onal experi ence and knowl edge
Essential
- At least five years of experience in office
administration. - Good knowledge of the use of IT equipment and
software, such as MS Office. - Good knowledge of correspondence and filing
procedures. - Knowledge in the use of tools to carry out
research in the Internet and in other sources. - Experience in carrying out tasks that make
reference to policies, regulations and statutes.
Desirable
- One to two years of experience in a staff
union/association or other social enterprise. - Work experience in the United Nations context,
with an international organization or a government.
Language ski l l s
Essential
- Fluent reading, writing and speaking abilities in
English and French.
Desirable
- Knowledge of any of the languages of the
Organization (Arabic, Chinese, Russian, Spanish).
Competenci es
- Planning and Organizing: The ability to set goals
and priorities, while performing multiple tasks, to anticipate problems or
risks, and to use his/her time efficiently. - 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. - Communication: The ability to communicate effectively
with people at different levels, internal and external to the
Organization. - Accountability: The willingness and ability to
accept responsibility for oneself and one’s responsibilities; taking
ownership for actions and outcomes. - Human relations: The willingness and ability to
show empathy, respect and value diversity, treat others with equality and
respect, and to understand the impact of one’s behaviour.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a
fixed-term basis for an initial period of one year (first year is probationary
for an external candidate).
fixed-term basis for an initial period of one 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 within the duty station.
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.
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).
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 CAD 36,464
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 CAD 36,464
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.
application form. To apply, please visit ICAO’s e-Recruitment website at:
https://careers.icao.int.
NOTI CE TO CANDI DATES
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.
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.