Administrative Assistant

Performs the full range of office management and administrative support functions in the front office for the Deputy Director, Human Resources, achieving results such as:

• Provides assistance in the coordination of documentation, correspondence, schedule of meetings and activities, and other tasks supporting DD/HR, including liaising with three HR Sections, namely, Staff Employment and Administration Section (SEA); Recruitment, Classification and Post Management Section (RCP); and Policy, Organization and Staff Development Section (POD).
• Review, proofread and edit incoming documentation to ensure completeness and consistency with ICAO procedures, practices and style.
• Responds or drafts responses to a wide range of correspondence and other communications.
• Support DD/HR in coordinating the preparation of various correspondence and documentation within HR, often of an urgent or confidential nature.
• Carry out substantial research for background documentation and for previous actions on specific matters.
• Maintains liaison with the Office of the Director ADB and with other ICAO Bureaus and Offices regarding HR related correspondences, priorities, administrative matters, tasks, etc.
   

Performs administrative duties to the Deputy Director, Human Resources, achieving results such as:

• Manage appointments and meetings for DD/HR, monitor priorities and deadlines, screening requests for appointments and meetings organized with parties throughout the Organization, as well as officials outside of ICAO.
• Draft memoranda and other correspondence on administrative and others matters for signature by DD/HR, often of a sensitive and confidential nature and require meeting the highest organizational standards.
• Provide advice and guidance to Professional and General Service staff on administrative procedures, working requirements, correspondence standards and working arrangements for the three HR Sections.
• Monitor tasks assigned to the DD/HR by the Office of the Director, Bureau of Administration and Services (D/ADB) in order to facilitate the completion of tasks.
• Ensure style, content appropriateness, correctness, completeness, as well as consistency with ICAO rules and procedures, on all correspondence and documentation before submitting to DD/HR.
• Keep track of upcoming meetings and compilation of background documentation.
• Assist in travel and administrative arrangements.
   

Provides assistance in the coordination of HR related activities (meetings, training, etc.), communication, special projects, documentation, and resource/budget requirements, achieving results such as:

• Act as HR Focal point in sending out HR Postmaster messages. Carries out quality control function for outgoing HR Postmasters; proofreads and edits texts for adherence for format, grammar, punctuation and style.
• Provide support in coordinating resource and budget requirements for HR Sections.
• Provide support in coordinating HR related documentation presented to ICAO Governing Bodies, including liaison on this matter with the Office of the Director ADB.
• Provide support in keeping track of content of HR pages on the ICAO Intranet.
• Serve as administrative focal point for UN Common System requests, inter‐agency correspondence and Joint Inspection Unit (JIU) surveys related to Human Resources.
• Coordinate and organize meetings, special projects and activities as directed by DD/HR.

Performs other related duties, as assigned, achieving results such as:

• Submission of print job requisitions through EDEN and Hummingbird systems.