- Organization: ICAO - International Civil Aviation Organization
- Country: Canada
- City: Montreal
- Office: ICAO HQ Montreal
- Grade: G-4
- Follow @UNjobs
International Civil Aviation Organization (ICAO) | 999 Rue University | Montreal, QC H3C 5H7, Canada | Tel: (514) 954-8219
Closing date: Monday, 15 August 2016
International Civil Aviation Organization
Vacancy Notice
POSITION INFORMATION
Post Title: Procurement Technical Support Assistant
Vacancy Notice: 2016/29/G 103865
Level: G-4
Posting period extended: 19 July – 15 August 2016
Duty Station: Montréal
Date for entry on duty: After 15 August 2016
THE ORGANIZATIONAL SETTING
The Procurement Section (PRO) is responsible for supporting the procurement requirements of the Technical Cooperation Programme, ICAO Headquarters, Regional Offices and other United Nations Organizations, in accordance with ICAO's Procurement
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The post reports directly to the Head, Technical Support Unit (H/TSU), PRO, but it is expected that the incumbent will be able to work independently on tasks assigned. This post does not supervise others.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Assists with the recruitment of technical consultants, achieving results such as
- Maintain roster of consultants available for short-term assignments for PRO either at Headquarters or on mission.
- Prepare and launch the recruitment of consultants according to information received from H/TSU and Purchasing Assistants.
- Verify that consultants report for duty on the date(s) requested in the recruitment request, providing them with a briefing package relevant to their duties.
- Provide assistance to PRO consultants (ensure office space and computer are available, open a working file for the consultant and others).
- Coordinate with the Field Personnel Section (FPS) on assignment of consultants. Verify dates of assignment and satisfactory completion of assignment submitting clearance sheet to Field Personnel Administration Unit (FPA) for payment to the consultants.
- Ensure all information related to the recruitment is kept and saved as per ICAO's procedures.
- Send out and track and maintain the Financial Disclosure and Conflict of Interest forms for the Technical Experts, as requested by the Ethics Office.
Reviews technical documentation, achieving results such as
- Review and format technical specifications for civil aviation equipment in ICAO standard format, including pagination, numbering, grammar and spell check, etc.
- Review and format evaluation criteria for civil aviation equipment in ICAO standard format.
- Review and format technical reports and documentation provided by ICAO technical consultants.
Provides administrative support to Chief, PRO and H/TSU, achieving results such as
- Type letters, e-mails, minutes, etc. often of a confidential or urgent nature, from verbal instructions, handwritten drafts or edited drafts.
- Prepare routine correspondence.
- Proofread or otherwise verify accuracy of material.
- Coordinate appointments and meetings as instructed.
- Answer, transfer and/or channel phone calls.
- Welcome and guide visitors, consultants, etc.
Performs clerical duties, achieving results such as
- Perform clerical work such as supply stationery, make photocopies, scan documents, burn CD-ROMs, prepare labels, filing of documents (paper and electronic), receive/deliver/forward mail, e-mails and courier, etc.
- Ensure travel arrangements have been made for missions by H/TSU and consultants, advising ICAO Technical Cooperation Field projects of their arrival, if necessary.
Assists the Procurement Technical Support Unit (TSU) , achieving results such as
- Assist the Catalogue and Procurement Associate in processing applications for registration with ICAO by entering all relevant supplier information and supplier/category cross references in the Alito database.
- In the absence of the Catalogue and Procurement Associate, reply to suppliers requesting information and registration status regarding registration procedures and provide supplier codes and category links to Procurement staff.
- Compose Factory Acceptance Test Certificates and/or Site Acceptance Certificates based on purchase orders as requested by the Procurement Section and/or H/TSU.
- Performs other related duties, as assigned.
Education
- Secondary education is required.
- Professional experience
- At least four years of experience in secretarial-administrative work.
- Experience with ICAO's structure, correspondence and filing procedures.
Essential
- Fluent reading, writing and speaking abilities in English.
- Knowledge of any language of the Organization (Arabic, Chinese, French, Russian, Spanish).
- Professionalism: Strong office coordination and office administration skills. Knowledge of office automation equipment and contemporary software, including Microsoft Word, PowerPoint and Excel applications. 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.
- 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.
- 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.
- 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.
- 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.
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
Net Base Salary
per annum
G-4
CAD 33,852
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.
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