About this role

Administrative Assistant and Commissariat operator, ADB

The Organizational Setting

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results-based management skills and tools to support the Organization in implementing its Strategic Goals, in order to serve all stakeholders of the world aviation community.

The Safety & Security and General Services (SSG) Section is responsible for the overall coordination and management of security & safety of premises, building and facilities management, travel services, commissariat operations, rental of office space, business continuity and organizational resilience management, and property control and logistics services including inventory, storage and supply

The Property Control & Logistics and Commissariat Unit (PCL) is responsible for all asset receiving, asset management, and Inventory database for all of ICAO HQ and Regional Offices. PCL is also responsible for mail, diplomatic pouch and management of the Commissariat.

The incumbent reports directly to the Head, Property Control, Logistics and Commissariat who assigns tasks, and decides on priorities. The incumbent is expected to work under the general supervision of the H/PCL, with whom s/he consults on complex technical matters.

Major Duties and Responsibilities

Function 1 (incl. Expected results)

Provides administrative support to Head, Property Control & Logistics and Commissariat, achieving results such as:

Provide advice and guidance on administrative procedures, working requirements, organizational correspondence standards and working arrangements for PCL.
Keep abreast of applicable administrative and management regulations, rules, policies and procedures to ensure compliance and provide relevant guidance to H/PCL.
Provide support to Head of PCL in the preparation of working papers and other documentation for the ICAO Council and Committee of the External Auditor.
Draft memoranda and other correspondence (often of a sensitive and confidential nature) on administrative and other matters for signature of Head, Property Control, Logistics and Commissariat (PCL).
Filter, distribute and follow up on requests from other Bureaus to ensure their timely completion.
Attend meetings related to PCL activities, as required, and prepare accurate and comprehensive Minutes.
Manage the Head of PCL’s daily calendar and task list, including proactive follow-up on pending and outstanding matters.
Assist with procurement-related activities, including raising and processing purchase orders and ensuring timely payment of invoices in Quantum ERP (Oracle).
Prepare, draft and verify contractual documentation for staff and consultants.
Maintain accurate attendance records, review consultants’ timesheets, calculate payments due and process payments in a timely manner.

Function 2 (incl. Expected results)

Support ICAO Commissariat retails operations, achieving results such as:

Process in-store sales during regular opening hours, online orders, and Meeting orders, ensuring accurate and efficient transactions.
Provide professional customer service and assistance to Commissariat clients, including product information and order support
Maintain customer records and liaise with HR, LEB/External Relations, Meeting organizers, and Building Security on access, authorizations, and eligibility
Replenish shelves and maintain an organized, properly stocked sales area while monitoring inventory levels and maintaining accurate records of stock movements, sales, receipts, and adjustments.
Perform month-end journal entries in Quantum ERP, including the recording and reconciliation of Commissariat transactions.
Assist with the preparation of sales, inventory, and financial reports and provide information required for management reporting.
Support the implementation of Commissariat procedures, controls, and initiatives to improve operational efficiency and customer service.

Function 3 (incl. Expected results)

Manages all incoming and outgoing correspondence and documentation, achieving results such as:

Manage and prioritize PCL email communications and incoming service requests by classifying, sorting, distributing, and following up on correspondence for Delegations, ICAO HQ and Regional Offices, taking action where required.
Prepare and/ or review the preparation of various correspondence and documentation, often of an urgent or confidential nature.
Proofread and edit documentation to ensure completeness, accuracy, and consistency with ICAO procedures, practices, and style.
Identify complex or sensitive correspondence for immediate attention.
Serve as administrative liaison for Regional Office requests and keep them informed of progress made in a timely manner.
Track, prioritize and follow up on routine correspondence.
Provide client-oriented information and guidance to support staff on administrative procedures, in particular related to correspondence and files.
Open, arrange, close, transfer, route and track files in a number of categories, including through the electronic documents and records management system. Deliver and pick up files from other offices.

Function 4 (incl. Expected results)

Provides support with the coordinated management of the PCL, achieving results such as:

Coordinate and manage the generic PCL Inboxes to ensure timely review, distribution and response to communications.
Assist in the preparation of reports and presentations on PCL related matters to support informed decision-making.
Serve as focal point for uploading and maintaining information on ADB/SSG/PCL websites via SharePoint, ServiceNow, and other online portals, ensuring accuracy and accessibility of content.
Support PCL business continuity efforts under the guidance of the Head of PCL to maintain uninterrupted operations.
Assist in the preparation and updating of recurring and ad hoc reports, with the ability to work effectively with spreadsheets.
Support Commissariat operations for special events in the absence of designated colleagues.

Function 5 (incl. Expected results)

During the absence of PCL colleagues, supports logistics and mailroom operations, achieving results such as:

Assist in processing of access requests and signing off on incoming deliveries in the shipping and receiving area.
Share in the duties of recording of all incoming mail and ensure delivery times.
Contribute to the accurate recording and tracking of all incoming mail to maintain delivery timeliness.
Ensure timely redistribution of incoming mail and shipments (e.g., parcels, registered mail, packages), and notify recipients and Delegations for prompt collection.
Maintain and regularly update the document filing system to ensure accuracy and accessibility.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential:

High school diploma, is required.

Desirable:

Additional training or certification in human resources, business administration, or related field, is desirable.
Professional experience
Essential
A minimum of five (5) years of relevant practical experience in office administration, is required.
Experience in the use of modern information and communications technology for the processing and management of data, is required.
Experience in preparing documentation reports, briefing notes, spreadsheets and power point presentations, is required.
Experience in supporting administrative and management services and in dealing with sensitive and confidential matters with diplomacy and tact, is required.
Desirable
Work experience within an international organization or a government, is desirable.
Experience within the UN system, is desirable.
Languages