The Organizational Setting
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 in their implementation activities.
In this context, the Regional Office staff is responsible for supporting the administration of Regional Project RLA/09/801, known as the Multiregional Civil Aviation Assistance Programme (MCAAP). MCAAP provides for the development and implementation of regional assistance and capacity building projects using pooled funds of MCAAP members. The incumbent provides administrative support to this project, assisting and coordinating the activities of MCAAP projects. In addition, the staff assists and advises the North American, Central American and Caribbean States, in terms of their needs for the proper implementation of the ICAO policies, Standards and Recommended Practices (SARPs), through Capacity Development and Implementation Projects.
Major duties and Responsibilities
Function 1
- Provide secretarial, administrative and logistical assistance to the Regional Office staff in all matters related to the Regional Project RLA/09/801 (MCAAP).
Function 2
- Write and/or edit routine communications.
Function 3
- Keep documentation files and file correspondence up to date, including the spreadsheet of available funds.
Function 4
- Ensure timely follow-up of matters requiring attention.
Function 5
- Monitor and maintain schedule of events, meetings and travel arrangements.
Function 6
- Prepare and process travel arrangements.
Function 7
- Provide assistance in the coordination and logistical arrangement for events, meetings, and courses related to the Regional Project.
Function 8
- Monitor and process missions, ensure funding is obtained, and support with the preparation, delivery, and payment.
Function 9
- Perform any other duties as assigned.
COMPETENCIES
- Communication: Ability to write clearly and concisely and present oral reports.
- Teamwork: Ability to work with colleagues to achieve project objectives and maintain harmonious working relations in a multinational environment.
- Planning & Organizing: Ability to identify priority activities, adjust priorities as required, and allocate appropriate amounts of time and resources for completing work.
- Client Orientation: Ability to establish and maintain partnerships with outside partners, to work and argue effectively in a system based on consensus and to successfully manage and resolve conflicts.
- Technological awareness: Ability to use contemporary office automation equipment, software, and databases.
Impact of The Outcome of the Position
The impact of the position is the support provided to the Regional Office in the effective performance of a range of secretary and administrative support functions to the implementation of the RLA09801 MCAAP; the proper application of relevant policies, guidelines, procedures and processes; and effective working relationships with the Regional Office and ICAO. This ultimately leads to the implementation of standards for safer, more sustainable, and more efficient air transport.
Work Relations and Contacts
The MCAAP Administrative Assistant reports directly to the Regional Officer, Technical Assistance with whom s/he consults on secretarial and administrative issues related to the project RLA/09/801. S/he works in conjunction and coordination with administrative personnel assigned to the Project managed by the NACC RO.
Qualifications and Experience
Education
Secondary education completed, including courses in administration, communication or related areas
Professional experience
- Proven experience in a secretarial/administrative position for more than three years, preferably in the United Nations System.
- Knowledge and experience of administrative and/or logistical procedures and knowledge of business principles
- Knowledge and experience in shipping and handling equipment
- Proven experience of producing correspondence and documents
- Proven experience in information and communication management
- Ability to write clearly and concisely in English and Spanish.
- Experience in organizing international meetings, preferably in the UN System United
- Demonstrated knowledge and experience of Microsoft software applications- spreadsheets and word processing (Word, Excel, PowerPoint, Outlook)
Languages
- Proficiency in Spanish and English, with strong spelling, punctuation, and grammar skills.
Level/Step:
G-4 Step 1
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION INTERVIEW MEETING, PROCESSING OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’BANK ACCOUNTANTS.