Administrative Assistant, Paris, Closing date: Thursday, 4 June 2015

• Organization: ICAO - International Civil Aviation Organization
• Country: France
• City: Paris, France
• Office: ICAO Paris

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International Civil Aviation Organization Vacancy Notice
POSITION INFORMATION
Post Title: Administrative Assistant
Vacancy Notice: 2015/23/G 101813
Level: G-5
Posting Period: 22 May - 4 June 2015
Duty Station: Paris
Date for entry on duty: After 4 June 2015 THE
ORGANIZATI ONAL SETTING

The ECAC Secretariat serves the European Civil Aviation Conference (ECAC) in promoting the continued development of a safe, secure and sustainable European air transport system within its 44 Member States. It sustains extensive activities in the safety, security, facilitation, environment, training and economic regulation field. The incumbent reports directly and serves principally as personal assistant to one of ECAC's two Deputy Executive Secretaries in the delivery of ECAC's aviation safety and environmental programmes. He/she also supports ECAC's Environment and Technical Officer, and is on occasion called upon to assist other Secretariat colleagues in connection with special events or to cover absences. The position carries no staff management responsibilities of its own.
MAJOR DUTIES AND RESPONSI BILITIES
Function 1 (i ncl . Expected results)
Provides administrative support to the Deputy Executive Secretary, achieving results such as

• Drafting letters and emails and help in the preparation thereof with a high degree of accuracy;
• Formatting working/information papers, presentations and reports;
• Assisting in proofreading of documentation for accuracy, completeness and consistency with ECAC procedures, practices and style;
• Organizing and facilitating the practical arrangements for conference calls, meetings and workshops, including meeting room bookings, circulating invitations/agendas/ papers, producing participants list and names badges, organizing catering, arranging translation and interpretation, assisting during the events and ensuring that meetings are logged in the ECAC 4D system;
• Planning and organization of the Deputy Executive Secretary's travel arrangements, including visa applications when necessary, and preparation of the associated Mission Travel Authorization/Travel Expense Claim;
• Archiving the documentation, and as necessary upload documents to the ECAC Website;
• Management of the databases of the working groups as required, including the production of accumulated overviews; Placing and receiving incoming telephone calls in a professional and courteous manner, taking messages as necessary and making sure they are provided to relevant staff in a timely and accurate manner;
• Working in close conjunction with the host authority in respect of the meeting organisation and the preparation of documentation for ECAC meetings and workshops hosted outside ECAC premises;
• Receiving visitors, including representatives from Member States;
• Dispatching correspondence, including in electronic format on behalf of the Deputy Executive Secretary.

Function 2 (i ncl . Expected results)
Provides support to the Environment and Technical Officer, achieving results such as

• Drafting letters and emails and help in the preparation thereof with a high degree of accuracy;
• Formatting working/information papers, presentations and reports;
• Organizing and facilitating practical arrangements for conference calls, meetings and workshops, including meeting room bookings, circulating invitations/agendas/ papers, producing participants list and names badges, organizing catering, arranging translation and interpretation, assisting during the events and ensuring that meetings are logged in the ECAC 4D system;
• Planning and organization of the Environment and Technical Officer's travel arrangements, including visa applications when necessary, and preparation of the associated Mission Travel Authorization/Travel Expense Claim;
• Update membership of groups in 4D;
• Management of the databases of the working groups as required, including the production of accumulated overviews;
• Placing and receiving incoming telephone calls in a professional and courteous manner, taking messages as necessary and making sure they are provided to relevant staff in a timely and accurate manner;
• Working in close conjunction with the host authority in respect of the meeting organisation and the preparation of documentation for ECAC meetings and workshops hosted outside ECAC premises;
• Dispatching correspondence, including in electronic format on behalf of the Environment and Technical Officer.

Function 3 (i ncl . Expected results)
Develops and maintains a general understanding of the issues handled by the Deputy Executive Secretary and the Environment and Technical Officer, achieving results such as

• Develop a good general understanding of the safety and environmental issues addressed through ECAC in order to provide the necessary support to the Deputy Executive Secretary and the Environment and Technical Officer;
• Conduct general research or analysis and present it in a clear and organized manner;
• Preparing initial drafts of meeting notes of a non-technical nature;
• Managing calendar of appointments and meetings, reminding the Deputy Executive Secretary and the Environment and Technical Officer of priorities and deadlines.

Function 4 (i ncl . Expected results)
Works with ECAC colleagues, when necessary, in delivering administrative and practical support for major ECAC events, notably meetings of Directors General of Civil Aviation (DGCA), Co-ordinating Committees meetings, Forums and Dialogues, and ECAC Triennial Sessions in Strasbourg, achieving results such as

• Events are well-organised and run smoothly in all of their practicalities, to the satisfaction of all involved;
• Conduct all written, telephonic and in person communication in a professional and courteous manner;
• Research and compile reference material for meetings as required;
• Arrange for the documentation referred to during meetings, seminars etc. be distributed in a timely manner.

Function 5 (i ncl . Expected results)
Depending on the workload of ECAC Secretariat, and subject to the agreement of the Deputy Executive Secretary, supports assists and, if necessary, replaces colleagues, achieving results such as

• Ensuring timely and accurate delivery of the assigned tasks in the ECAC Secretariat activities;
• Respond to inquiries, obtain background information and draft routine letters as required;
• Coordinate appointments and organize meeting schedules as required.

QUALIFICATIONS AND EXPERIENCE
Educational background

• Secondary education required, with additional training in office administration, business administration, or related areas.

Professional experience and knowledge
Essential

• At least five years of relevant professional experience in office administration.
• Good knowledge of correspondence and filing procedures.
• Excellent knowledge of common IT applications, including email, the Internet, Microsoft Office applications and database tools.

Desirable

• Experience in working within either a national government or an international organisation.
• Experience in dealing with various stakeholders in international environment. Initiative and proactive approach to tasks.

Language skills

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

Competencies

1. Communications: The ability to convey oral communication clearly and concisely; listening to understand, and asking questions to verify understanding.
2. Teamwork: The post holder will work collaboratively with colleagues to achieve organisational goals and maintain harmonious working relations in a multinational environment.
3. 3Planning and organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
4. Client orientation: The willingness and ability to see things from the clients' perspective, anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
5. Accountability: The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actions and outcomes.

SPECIAL CONDITION FOR THIS POST
Vacancy open to nationals of ECAC Member States, listed below.
MEMBER STATES OF THE EUROPEAN CIVIL AVIATION CONFERENCE Albania Estonia Lithuania San Marino Armenia Finland Luxembourg Serbia Austria France Malta Slovakia Azerbaijan Georgia Moldova Slovenia Belgium Germany Monaco Spain Bosnia and Herzegovina Greece Montenegro Sweden Bulgaria Hungary Netherlands Switzerland Croatia Iceland Norway The former Yugoslav Republic of Macedonia Cyprus Ireland Poland Czech Republic Italy Portugal Turkey Denmark Latvia Romania Ukraine United Kingdom
CONDI TIONS OF EMPLOYMENT
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. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
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 Net Base Salary per annum G-5 EUR 37,778
HOW TO APPLY
Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int.
NOTICE TO CANDIDATES
ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.