Personal Associate to ICAO Regional Director, MID.G6

Job Opening
Posting Title:
Personal Associate to ICAO Regional Director, MID, G6

Job Code Title:
ADMINISTRATIVE ASSISTANT

Department/Office:
International Civil Aviation Organization

Duty Station:
CAIRO

Posting Period:
‎23 February ‎2023 - ‎09 March ‎2023

Job Opening Number:
‎23-Administration-ICAO-‎203011-R-Cairo (R)

Staffing Exercise
N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting
The Regional Office is primarily responsible for maintaining continuous
liaison with the States to which it is accredited and with appropriate
organizations, regional civil aviation bodies and sub-regional bodies and 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 with implementation.

The position reports to the Regional Director who is the Head of the Regional
Office and serves as the Representative of the Secretary General to States to
which the Regional Office is accredited; plans and directs the work of the
Regional Office; provides technical advice and assistance to States on the
development and implementation of Regional Plans; and coordinates the delivery
of ICAO programme activities within the Regional Office in collaboration with
States, regional and sub-regional groups.

The incumbent provides support to the directorate including the Regional
Director. Specific instructions and directives will be provided by the
Regional Director on special tasks or complex issues.
Responsibilities
Function ‎1 (incl. Expected results)
Provides administrative and executive support to the Regional Director,
achieving results such as:
* Documents and correspondence coming and out of the office of the Directors are properly reviewed, screened, logged and routed ensuring that necessary background documents are attached.
* Maintenance of effective follow-up system to track and locate the documents and correspondence.
* Maintenance of files whether in hard copy or electronic format for reference of the directorate on specific, policy as well as confidential issues.
* Prepare correspondence, documents and reports, etc., some of which are highly confidential, ensuring accuracy and conformity with ICAO procedures and standard format.
* Prepare non-substantive correspondence and ensure timely dispatch.
* Maintenance of up to date records of amendments to ICAO Annexes and technical documents stored at the office of RD for reference.
* Perform general duties such as receiving and screening incoming calls and answering queries in a discrete manner, informal translating of documents in the local language for information of RD.
* Control, supervise and keep log of pouch dispatch, incoming and outgoing.
* Proper Handling and updating of the Office Library.

Function ‎2 (incl. Expected results)
Coordinates and arranges meetings and appointments, achieving results such as:
* Schedule of meetings and appointments with the Regional Director are properly recorded and timely coordinated.
* Receive visitors to the Regional Director and accord them with appropriate treatment, prepare necessary documents for the meetings as required.
* Internal meetings with Technical Officers and staff are convened according to the regular schedule or as needs arise with proper notification and follow-up.
* Prepare summary/minutes of the meetings as required.

Function ‎3 (incl. Expected results)
Coordinates and supervises office support services of the Regional Office,
achieving such results as:
* Office services of the Regional Office are well coordinated and monitored to ensure efficient services. Assignments of tasks among support staff are properly distributed and necessary adjustment made according to the workload as needed.
* Arrangement of support to officers in the absence of their assigned assistants.
* Initiate work procedures to improve support services, keep the assistants informed of the up to date related ICAO practices and procedures.
* Brief and train new staff and provide guidance to other staff on office procedures.

Function ‎4 (incl. Expected results)
Administers travels arrangement for the Regional Director, achieving such
results as:
* Coordinate with relevant units, States/Administration, agencies on the programme of visit, develop and finalize programme of visit in consultation with supervisors.
* Make travel arrangements for RD in line with the established rules and procedures.
* Coordinate with the relevant sections in HQ and/or office staff to ensure proper arrangement of travel documents.
* Process mission travel authorization, mission travel request in accordance with the prescribed practice and procedures.
* Process travel claim in a timely manner.
* Assist supervisor in the preparation of mission travel reports and submission of the reports on schedule

Function ‎5 (incl. Expected results)
Prepares periodic report and briefing documents, achieving such results as:
* Coordinate with officers concerned requesting inputs for the Regional Office Annual Reports to Council and other periodic reports, according to the prescribed schedule.
* Compile, edit and finalize the reports for submission in a timely manner.
* Preparation of PowerPoint presentations for briefings and meetings prepared in accordance with the established format.
* Research, collate and prepare briefing documents for supervisor as required.

Function ‎6 (incl. Expected results)
Performs other related duties, as assigned.
Competencies
Professionalism: Strong computer skills. Good knowledge of commonly used MS
Office applications including, but not limited to, word, spread sheet and
PowerPoint presentation. 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. Takes responsibility for incorporating gender perspectives and
ensuring the equal participation of women and men in all areas of work.

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; s credit for team
accomplishments and accepts joint responsibility for team shortcomings.

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.

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.

Commitment to Continuous Learning: Keeps abreast of new developments in own
occupation/profession; actively seeks to develop oneself professionally and
personally; contributes to the learning of colleagues and subordinates; shows
willingness to learn from others; seeks feedback to learn and improve.
Education
Essential

A College Diploma or equivalent level of education. Additional training in
office management, secretariat or related field.
Work Experience
• At least six years of progressive experience in office administration or
similar domain in a public or private administration is required.

• 
  

  Work experience in office management, communication and coordination tasks, maintenance of records and file, modern office technology is required.

  
  


• 
  

  Experience working in a multi-national and multi-cultural environment. Ability to deal with sensitive and confidential matters in a prompt and discrete manner is required.

  
  


• 
  

  Experience in administrative policies, protocol and procedures of the UN or large multinational organization is desirable.

  
  


• 
  

  Working experience of ICAO's activities, practices and procedures, particularly of the administrative, functions and structure of the Organization is desirable.

  
  


• 
  

  Experience in dealing with high level officials, government representatives or senior executives from States is desirable.
  Languages
  Essential

  
  

Fluent reading, writing, and speaking abilities in English and Arabic.

Desirable

A working knowledge of any other language of the Organization (French,
Chinese, Russian, Spanish).
Assessment
Evaluation of qualified candidates may include an assessment exercise which
may be followed by competency-based interview.
Special Notice
Please note that this is a locally-recruited position and restricted to
Egyptian Citizens, Permanent Residents of Egypt and applicants with a work
permit.

It should be noted that this post is to be filled on a fixed-term basis for an
initial period of three (‎3) 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.

The ICAO Assembly recently reaffirmed its commitment to enhancing gender
equality and the advancement of women by supporting UN Sustainable Development
Goal ‎5 "Achieve gender equality and empower all women and girls."

Female candidates are strongly encouraged to apply for ICAO positions,
especially in the Professional and higher level categories.

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 ‎2013 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-‎6 EGP ‎382,874
United Nations Considerations
In accordance with ICAO Staff Regulations, the paramount consideration in the
employment of the staff is the necessity of securing the highest standards of
efficiency, competence, and integrity. Due regard shall be paid to the
importance of recruiting staff on as wide a geographical basis as possible and
ensuring equal gender representation. Subject to the foregoing, selection of
staff members shall be made without distinction as to race, sex or religion,
nor shall there be any discrimination on account of any disability of a
candidate who meets the qualifications required to perform the tasks. Unless
otherwise permitted under the ICAO Staff Regulations, appointment and
promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have
committed violations of international human rights law, violations of
international humanitarian law, sexual exploitation, sexual abuse, or sexual
harassment, or if there are reasonable grounds to believe that they have been
involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not
be considered for employment.

Applicants are urged to follow carefully all instructions available in the
online recruitment platform, Inspira. For more detailed guidance, applicants
may refer to the Manual for the Applicant, which can be accessed by clicking
on "Manuals" hyper-link on the upper right side of the Inspira account-holder
homepage.

The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job
opening and the applicable Staff Regulations and Rules, administrative
issuances and guidelines. Applicants must provide complete and accurate
information pertaining to their personal profile and qualifications according
to the instructions provided in Inspira to be considered for the current job
opening. No amendment, addition, deletion, revision or modification shall be
made to applications that have been submitted. Candidates under serious
consideration for selection will be subject to reference checks to verify the
information provided in the application.

Job openings advertised in Inspira will be removed at ‎11:59 p.m. (New York
time) on the deadline date.
No Fee
ICAO does NOT charge any fees or request money from candidates at any stage of
the recruitment 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.