Program Assistant Jobs in Quebec (NOW HIRING)

The Air Transport Bureau (ATB) carries out activities under ICAO's Strategic Goals of "Every Flight Is Safe and Secure"," Aviation Is Environmentally Sustainable", "Aviation Delivers Seamless, Accessible, and Reliable Mobility for All" and "The Economic Development of Air Transport Assures the Delivery of Economic Prosperity and Societal Well-Being for All". It also contributes to the Goal of "No Country Left Behind". It is responsible for the provision of expert assistance required by the Assembly, Council, Air Transport Committee (ATC), Aviation Security Committee (ASC), Ad Hoc Cybersecurity Coordination Committee (AHCCC), Committee on Joint Support of Air Navigation Services (JSC), Climate and Environment Committee (CEC), Committee on Aviation Environmental Protection (CAEP) and the specialized conference, divisional, panel and working group meetings related to these three Strategic Goals.

The Programme Assistant reports directly to the Director, Air Transport Bureau (D/ATB). S/he provides services and prepares accurate and timely reports in support of all ATB work programmes. D/ATB provides advice, especially in circumstances that would require the reprioritization of major tasks. Concerning Functions 2 and 3, the incumbent consults with the Associate Administrative Officer to obtain advice on difficult or complex issues.

Provides administrative support to the Office of the Director, ATB, achieving results such as:

• Efficiently manage emails of an urgent nature; including classifying, sorting and circulating mail; prioritization of requests, taking action where applicable; distribution of electronic communications and appropriate follow-up.
• Identify complex or sensitive correspondence for immediate attention.
• Assist in the drafting of correspondence on administrative matters and standard procedures for ATB, for signature by the Director, as required.
• Track, prioritize and follow up on routine correspondence.
• Process and track files in a number of categories, including through the electronic documents and records management system. 
• Liaise with each Section for requested documentation and ensure that deadlines are met. Coordinate with COM and EDL to ensure proper procedures are being followed.
• Support the preparation and update of the ATB annual meeting/mission plan.
• Ensure that the Mission Travel Requisitions submitted to D/ATB are  approved in the meeting/mission plan and are recorded in the ATB Mission Tracking Report.                

Supports human resources activities for the Bureau, achieving results such as:

• Monitor staff members' contractual information and initiate a contract renewal process, as required.
• Review contractual documents for consultants and process them through the ERP system.
• Process monthly timesheets for SSA Consultants' salaries through the ERP system and ensure the Goods Received Notes (GRNs) are reflected on the timesheets.
• Monitor and verify ATB's monthly leave records generated from the ERP system and share reports with Sections for verification of accuracy.                                                                                       
• Process ATB staff Flexible Working Arrangements (FWA) requests and keep records of home and annual leave reports, etc.

Provides support for the effective and accurate financial resources management of the Bureau, achieving results such as:

• Run budget reports (in Quantum) for all ATB funds, awards, cost centres and projects on a regular basis.
• Identify deviations from plans related to the operations of the Bureau (for example, travel and consultancy).
• Assist in the preparation of annual and triennial budgetary requirements.
• Support end-of-year financial closure in collaboration with Finance Branch and ATB Sections.
• Process financial transactions through the ERP system, including Goods Received Notes (GRNs). 
• Ensure that transactions are correctly recorded in the ERP system after payment has been dispatched.

Provides support to the procurement activities of the Bureau, achieving results such as:

• Support preparation of the ATB annual procurement plan and participate in review and monitoring meetings with the Procurement Section. 
• Coordinate preparation of procurement contracts with ATB originators, the Finance Branch and/or Procurement Section. 
• Raise Purchase Requisitions (PRs), Direct Purchase Orders (DPOs), and Sole Source requests, etc. in the ERP system, for the procurement of goods and services.
• Act as Supplier L1 Maintenance focal point in Quantum for ATB.

Provides support to the activities of the Bureau related to Council and Committees, achieving results such as:

• Maintain and update the ATC website prior to and during sessions of the Committee and Council.
• Serve as focal point for coordinating ATB's submission of the Annual Report of the Council.
• Provide back-up support in the absence of the Senior Programme Associate and/or Programme Associate (Planning).

Performs other related duties, as assigned.

Essential: 

• High school diploma or equivalent is required.

Desirable: 

• A Diploma of College Studies (DEC). 
• Additional training or certification in computer applications, business administration, or a related field.

Essential

• A minimum of five (5) years of relevant experience in administrative work.
• Experience in preparing correspondence, reviewing working papers, reports and presentations, as well as proofreading and editing.
• Experience in using integrated automated systems for the management of human and financial resources.

• Extensive experience in MS Office applications. 

  Desirable

• Experience working in international organizations or the United Nations system. 

Essential:

• Fluent reading, writing and speaking abilities in English.

Desirable:

• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Professionalism: Knowledge of the structure/functions of the Organization; knowledge of the work programmes of the Organization; in-depth knowledge of the ICAO administrative procedures and instructions; understanding of the international environment; ability to deal with sensitive and confidential matters with diplomacy and tact. 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. 

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.

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.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

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.

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada 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.

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.

G-5

CAD $53,996