Aviation Security Programme Assistant

Provides administrative and clerical support to the Aviation Security Policy Section, including managing files, preparing documents, updating websites, coordinating meetings, and assisting with travel and procurement processes. Supports the daily functioning of the section and contributes to meeting preparations and communications.

Responsibilities

• Handle, organize and manage physical and electronic files including through the ICAO electronic documents and records management system.
• Prepare, format and/or proofread working papers, reports, briefing notes, PowerPoint presentations, letters, memoranda, etc.
• Respond to general routine queries and correspondence.
• Arrange for the translation of Council Working Papers and other documentation coordinating with Documents Management and Outsourcing Unit to meet deadlines.
• Keep up-to-date the ASP Section database and operational spreadsheets for Aviation Security and Cybersecurity Panel Working Groups and meetings.
• Assist ASP staff on ad hoc requests for website creation and updates and ensure meeting documentation is posted.
• Update information contained in the Aviation Security Applications Platform and related databases.
• Collect and collate content for publication on ICAO public webpage using SharePoint and OneDrive.
• Coordinate meetings and appointments as instructed.
• Assist in the preparation and conduct of Point of Contact network regional and global tests.
• Keep up-to-date on policies and procedures and carry out necessary administrative paperwork.
• Provide administrative support for official travel and mission-related processes.
• Assist with routine administrative processing related to consultants, temporary personnel, procurement and financial transactions.
• Assist ASP staff with pre-meeting preparations and coordinate administrative and logistical requirements for meetings, conferences and events.
• Provide administrative and secretariat support to various panels, working groups and task forces.
• Coordinate and maintain the online database for pre-registrations of conferences/symposia.
• Assist in the preparation and coordination of communications and promotional materials for meetings and events.
• Welcome and guide visitors, workers and technicians.
• Maintain the ASP Section electronic inboxes for proper dissemination of information and correspondence.
• Update the Section Standard Operating Procedures as appropriate.
• Track staff annual leave and maintain spreadsheet.
• Perform other related duties as assigned.

Requirements

• High school diploma or equivalent is required.
• Additional training or certification in general office administration, public or business administration, or a related area is desirable.
• A minimum of four years of experience in administrative support in a public or private organization is required.
• Experience in using MS Office and the maintenance of records is required.
• Experience in preparing official correspondence is required.
• Fluent reading, writing and speaking abilities in English is required.
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Skills

• Office Management
• Administrative Support
• Records Management Projects
• Official Correspondence
• Microsoft Office Suite
• Meeting Coordination
• Travel Coordination
• Procurement Assistance
• Document Preparation
• Website Updating

Languages

English