ICAO: Administrative Assistant – Dakar

The Organizational Setting

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate international organizations, regional civil aviation bodies, sub-regional bodies, UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States/Territories in their implementation activities.

The Administration Section provides timely administrative and financial support services related to the development and implementation of the work program for the Western and Central African (WACAF) Office.

The Administrative Assistant works under the overall guidance of the Administrative Officer in providing support within the Administrative Section. S/He is required to exercise some level of initiative in carrying out the tasks and activities associated with the position. S/He will refer to the immediate supervisor for guidance on complex or sensitive issues.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Assists in processing Regional Office travel arrangements, achieving results such as:

• Coordinate the travel arrangements for WACAF staff and external experts including liaison with HQ travel unit and local travel agencies (making reservations and requesting issuance of tickets etc.).
• Maintain electronic databases of all Regional Office travel and follow up, as necessary.

Function 2 (incl. Expected results)

Assists the Administrative Officer in staff administration and HR matters, achieving results such as:

• Maintain file movement records, verifying for completeness.
• Maintain databases of HR files.
• Maintain confidential correspondence files.

Maintain monthly attendance report and keep track of staff attendance and leave records.

Function 3 (incl. Expected results)

Provides event organisation services, achieving results such as:

• Assist in the preparation and conduct of events, including preparation of the conference facilities in, coordination with the relevant sections.
• Prepare contracts for language services, ensuring translators and interpreters are contracted in line to UN signed LTAs with the AITC and AIIC (Associations of international translators and interpreters).
• Ensure meeting documents are submitted for translations within the set deadlines and interpreters on time are provided with the relevant meeting documents.
• Provide logistical support and coordination for events organised by ICAO in Dakar and out of duty station (assist in travel arrangements).
• Update meeting information in databases, including list of hotels, information papers, catering service providers, and relevant contacts, etc.
• Receive and provide information to visitors or participants at meetings/seminars/workshop.

Function 4 (incl. Expected results)

Assists in the building maintenance and asset management activities, achieving results such as:

• Participates in the procurement for catering services.
• Maintain records of office maintenance contracts and ensure they are up to date and renewed when relevant.
• Participates in the quarterly inventory count.
• Manage stationery stock for WACAF office.

Function 5 (incl. Expected results)

Handles in all protocol matters ensuring all staff privileges and entitlements are implemented on time, achieving results such as:

• Process exoneration of personnel effects and equipment upon arrival of newly appointed staff.
• Assist for the installation of newly recruited staff at duty station including security requirements (provide relevant forms, guidance etc.).
• Maintain proper up to date records of all protocol correspondences.
• Process all value added tax (VAT) exemption requests.
• Issue and follow up on the requests for temporary admissions for UN/CD/CMD number plates vehicles.
• Follow up on the issuance of diplomatic cards and liaise with the relevant Ministries.
• Draft all correspondences to be sent to the Ministries.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential:

• High school diploma or equivalent is required, is required.

Desirable:

• Studies beyond secondary education, certification or specialized training or licence relevant to business administration, is desirable.

Professional experience

Essential:

• A minimum of four years of relevant experience.

• Experience in office administration, organization of events and maintenance of records.

• Experience in travel processing within an international organisation.

• Experience in building maintenance and contracts management.

Desirable:

• Experience in dealing with protocol matters.

Languages

Essential:

• Fluent reading, writing and speaking abilities in English and French.

Desirable:

• A working knowledge of a second language of the Organization (Arabic, Chinese, Russian, or Spanish).

Competencies

Professionalism: Proficiency in the use of personal computers, Microsoft Windows, Microsoft Office (Word, Outlook, Excel and PowerPoint); Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed

Conditions of Employment

Please note that this is a locally-recruited position. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (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.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

ICAO offers an attractive benefit package to its 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
Rate
Net Base Salary

per annum

G-4

CFA Francs $ 9,671,000