The incumbent reports directly to the Chief, Environmental Standards (C/ES) from whom s/he seeks appropriate direction and advice on how to assist C/ES with activities related to the Committee on Aviation Environmental Protection (CAEP). S/he is to work with the guidance of Technical Officers and colleagues on tasks that have been assigned. S/he is to work with the Technical Officers in charge of the Working Groups of CAEP. It is expected that the incumbent will be able to work independently on tasks assigned. This post requires extensive coordination with the Climate Change Section and with the Deputy Director, Environment.
Responsibilities
Provide comprehensive administrative support to C/ES, as well as Deputy Director, Environment and the Technical Officers, to meet high priority deadlines of the Section, and more specifically to CAEP.
Provide, in a timely manner, background information for those items requiring the Section’s attention.
Ensure proper administrative procedures are followed in accordance with corresponding ICAO rules, regulations and policies.
Compile, maintain and process reports and statements of work performed by staff.
Screen, coordinate and schedule efficiently meeting requests with the Section; maintain electronic calendars; receive visitors.
Liaise with ICAO’s Travel Unit to obtain estimates and make travel arrangements and/or provide assistance in travel arrangements for the Section’s Officers’ participation at meetings away from Headquarters, especially CAEP related working groups.
Provide advice and guidance to professional and general service staff on administrative procedures, correspondence standards and reporting requirements.
Monitor staff attendance and annual leave/sick records for the Organizational Entity and prepare Monthly Attendance Reports.
Assist in the training and work allocation of new or temporary administrative staff assigned to the Section.
Provide back up for Environment (ENV) administrative staff.Consolidate input/information for and assist in the preparation and revision of working papers, reports, presentations and other documents for completeness, accuracy, grammatical correctness and editorial standards.
Assist C/ES in the preparation of amendments to ICAO environment-related documents and working papers for the Air Navigation Commission (ANC), CAEP, Council, Assembly and any other bodies.
Create and submit job requisitions for translation through the Electronic Documents and Enquiry Network system.
Liaise with Language and Publications to ensure accuracy and timely production to meet required timelines.
Liaise with Documents Management and Outsourcing Unit and Editorial Unit concerning the production and distribution of publications.
Monitor, consolidate and report on the replies from States and international organizations to State Letters originated by the Section.
Education:
High school diploma or equivalent is required.
Diploma of college studies (DEC) or equivalent is desirable.
Additional training or certification in office administration.
Work Experience:
At least four years of experience in administrative work.
Experience in office automation techniques for text processing and contemporary software including loading files on a web environment.
Proven experience in managing and maintaining filing systems.
Two years of work experience which should have been with the Organization, an international organization or a government.
Experience in ICAO’s structure and of its correspondence and filing procedures.
Languages:
Fluent reading, writing and speaking abilities in English.
