International Civil Aviation Organization Administrative Assistant - Jobs in Kenya

International Civil Aviation Organization Administrative Assistant - Jobs in Kenya

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 with implementation.

The incumbent provides support to the Regional Office including the Regional Officers as assigned.

Major Duties and Responsibilities

Provide administrative support services, achieving results such as:

Draft and edit documents including letters, papers and reports.

Review, screen, log and route documents and correspondence coming in and out of the Office and ensure that necessary
background documents are attached.

Maintain files whether in hard copy or electronic format for reference of the Regional Office on specific, policy as well as
confidential issues.

Prepare official correspondence and ensure timely dispatch.

Perform general duties such as receiving and screening incoming telephone calls and answering queries in a discrete manner.

Receive and assist visitors making sure that necessary arrangements are made for entry into United Nations compound, and all
necessary documents for meetings are provided, as required.

Coordinate travel arrangement, achieving such results as:

Coordinate with relevant Units, States/Administrations, Organizations on the programme of visit, develop and finalize
programme of visit in consultation with supervisor.

In consultation with the relevant States/Stakeholders, arrange for visas and hotel bookings in line with the established rules and
procedures.

Process mission travel requests for Regional Officers and external experts in accordance with the prescribed practice and
procedures.

Process security clearance for Regional Officers and external Experts.

Process travel claims in a timely manner.

Support the Administrative Assistant in making air ticket reservations and preparing travel authorizations as required.

Assist supervisor in the preparation of mission documentation and submission of the reports on schedule
Function 3 (incl. Expected results)
Provide administrative support for meetings, achieving such results as:

Coordinate the preparations and conduct of events (workshops and meetings), including participant registration, coordination

with external organizers and preparation of necessary documentation.

Assist with the booking of venues for meetings according to ICAO procurement rules and regulations.

Arrange and supervise catering services and other supplies for meetings in Nairobi.

Provide other administrative support as may be required, such as transport for participants, clearance for entry into UN
compound and commissary access.

Prepares periodic report and briefing documents, achieving such results as:

Coordinate with officers concerned on inputs for mission reports, as per prescribed schedule.

Compile, edit and finalize reports for submission in a timely manner.

Prepare PowerPoint presentations for briefings and meetings, in accordance with the established format.

Research, collate and prepare briefing documents for officers, as required

Qualifications and Experience

Education

Completion of secondary education, preferably with additional formal training in administration, office management, secretarial
studies, or a related field.

Desirable

Diploma or College Studies in Business

Management or related field.

Professional experience

Essential

At least five years of progressively responsible experience in office administration in a public or private administration.

Experience working in a multi-national and multi-cultural environment.

Experience in records management, maintenance of records and files, and competency in modern office technology.

Desirable

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

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

Languages

Fluent reading, writing and speaking abilities in English.

Desirable

Knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

How to Apply

Interested candidates must complete an on-line application form by 17th June 2019

To apply, please visit ICAO's e-Recruitment website

For more information and job application details, see; International Civil Aviation Organization Administrative Assistant - Jobs in Kenya

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