International Civil Aviation Organization ,Administrative Assistant Job Vacancy in Canada

Cooperation Programme
(TCP), ICAO Headquarters, Regional Offices and other United Nations
Organizations, in accordance with ICAO’s Procurement Code, ISO 9001:2008
requirements, and in the best interests of the Organization and Member States.
The Section is responsible for managing procurement projects, from procurement
planning to conducting solicitation and evaluation exercises, preparing and
negotiating contracts, preparing internal reports, and liaising with civil
aviation departments, ICAO field staff and the Field Operations Section (FOS)
to meet the procurement requirements of the Member States. The Section is
responsible for procurement strategy and implementation for ICAO Headquarters
and the Regional Offices.

• Type letters, memoranda, reports, facsimiles,
  e-mails, minutes, circulars, notices, etc. often of a confidential or
  urgent nature, from verbal instructions, handwritten drafts or edited
  typewritten drafts on a computer terminal. Prepare routine correspondence.
  Ensure that priorities and deadlines are met.
• Proofread or otherwise verify accuracy of
  material. Proofread own work, reviewing for correctness and conformity
  with established procedures before release.
• Perform clerical work such as supply stationery,
  make photocopies, scan documents, burn CD-ROMs, prepare labels, filing of
  documents (paper and electronic), receive/deliver/forward mail, e-mails
  and courier, etc.
• Keep up to date and carry out the necessary
  administrative paper work (attendance reports, travel forms, etc.)
• Coordinate appointments and meetings as
  instructed.
• Answer, transfer and/or channel phone calls.
• Welcome and guide visitors, workers, technicians,
  etc.
• Raise requests in the Electronic Documents and
  Enquiry Network (EDEN).
• Raise Direct Purchase Orders (DPOs) and Goods
  Received Notes (GRNs) in the Enterprise Resource Planning System
  (Agresso).

• Raise Recruitment Requests.
• Format and edit technical specifications.
• Register Local Suppliers in the tendering system
  (Alito). 2

• Follow-up and updating of Sealed Tenders and
  Contracts Boards.
• Upon request and to support buyers’ work, make
  calls requesting pertinent information required by buyers.
• Assist in the preparation of the necessary
  information for the Annual Reports for the Council.

• Make copies and/or scan contracts.
• Set contracts by preparing its binders and
  labels.
• Send contracts by courier as instructed. Functi
  on 5 Assist Chief of Procurement, as needed, achieving result such as:
• Prepare statistical reports on ICAO Purchase
  Orders issued to be presented to Chairman of Contracts Board.
• Prepare statistical reports on outstanding
  technical issues relevant to contract implementation. Functi on 6 Performs
  other related duties, as assigned.

• At least four years of experience in office
  administration.
• Knowledge of office automation equipment and
  contemporary software, including Microsoft Word, PowerPoint and Excel
  applications.
• Successful completion of a typing test.
• Strong office coordination experience.

• Knowledge of ICAO’s structure, correspondence and
  filing procedures. Two years working experience in the United Nations
  Common System or international organization, or a government. Language ski
  l l s Essential Fluent reading, writing and speaking abilities in English.
  Desirable Knowledge of any of the languages of the Organization (Arabic,
  Chinese, French, Russian, Spanish).

1. Technological awareness: Knowledge of
   contemporary office equipment and software. The ability to keep up to date
   on new or revised techniques, procedures and equipment relevant to the
   work.
2. Client Orientation: The desire and ability to
   provide the best quality service to the clients and to work in partnership
   to mutual benefit. 3
3. Communication: The ability to communicate with
   people at different levels. Good drafting skills are required.
4. Planning and Organizing: The ability to identify
   priority activities and assignments in a fast pace environment, allocate
   appropriate amount of time and resources for completing work.
5. Teamwork: The willingness and ability to work
   collaboratively with others. Develop and maintain effective and good
   relationships with colleagues.