DirecciónOrg. Setting and Reporting
The Conference, Security and General Services Section (CSG), is responsible for the planning, and management of conference and office services, commissariat operations, rental of office space and conference rooms, inventory, as well as overall building management, including liaison with the building administration in relation to office management, maintenance and construction services, and the distribution of Publications and other Documentation to the Secretariat, National Delegations, Meetings participants and other customers, management and provision of Stationery supplies for the Secretariat.Reporting to the Internal Distribution Assistant, the Internal Distribution Clerk provides distribution services to all sections of the Secretariat, National Delegations, Regional Offices, and participants of Assemblies, Conferences, and Meetings.The services provided are the distribution of all types of Publications, Meeting papers/documents, mail/correspondence, over the counter sales, and office stationery supplies.
Responsibilities
Function 1 (incl. Expected results)Provides distribution services for of all types of Publications, Meeting papers/documents, mail/correspondence, over the counter sales, and office stationery supplies, achieving results such as:• Count, sort, and prepare documents to be distributed to the different ICAO Secretariat Offices, National Delegations, Contracting States and International Organizations.• Manually record all documents distributed and close-out their individual print-job identification numbers in the EDEN computer program.Function 2 (incl. Expected results)Assists in establishing distribution services for meetings, conferences and assemblies, achieving results such as:• Support all special meetings, conferences, and assemblies, such as the setup and preparation of mailboxes, collating, counting, and distributing papers/documents to the meeting participants, Secretariat, and interpreters.• Provide the Secretariat, National Delegations, meeting participants and interpreters with publications, documents, or information.Function 3 (incl. Expected results)Operates the stationery supply counter, achieving results such as:• Provide office stationery supplies over the counter to the Secretariat on a daily basis.• Provide office stationery supplies to CDI in the 1001 Robert-Bourassa Inc. (once a week).• Deliver boxes of photocopy paper to the designated area of the common photocopier for the Section.• Make emergency orders of stationery supplies from the supplier.• Call supplier to establish pick-up of used printer toner cartridges for recycling, prepare pallet for shipping and bring it to the Shipping/Receiving area.Function 4 (incl. Expected results)Provides over the counter cash, and credit-card sales of publications/documents to the public, achieving results such as:• Take orders for publications/documents over the telephone or by email message from Secretariat offices and National Delegations.• Create order-invoices using MAGENTO, retrieve the items from the warehouse, prepare the order and call the party concerned when it is ready.Function 5 (incl. Expected results)Processes all incoming Headquarters mail (Canada Post, diplomatic pouches, couriers, etc.), achieving results such as:• Pick-up from the Shipping/Receiving area twice daily.• Sort and disseminate mail to the appropriate mail slots for the messenger for delivery.• Open and date/time-stamp official correspondence and send to the Records Management Section (RMS) for special processing.• Prepare registered mail and courier packages that require signatures from the recipient.• Prepare all outgoing mail and courier brought by the Messenger from his deliveries to the Reproduction Services Unit (REP) twice daily.• Dispatch items for the diplomatic pouches and Cigna International once a week.• Answer telephone and email queries concerning pending or received mail.Function 6 (incl. Expected results)Performs other related duties as required.
Competencies
Professionalism: Familiarity with modern IT equipment and office productivity software. 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.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.Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
EssentialHigh School Diploma or equivalent is required.DesirableAdditional training or certification in business administration, finance, office management or related field is an asset.
Job - Specific Qualification
Not available.
Work Experience
• A minimum of two years administrative experience is required.• Experience in the application of rules and regulations and procedures, in particular with respect to document distribution is required.• Experience in shipping and inventory management practices is desirable.• Work experience within an international organization or a government is desirable.
Languages
EssentialFluent reading, writing and speaking abilities in English.DesirableA working knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
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 one (1) year (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.Remuneration: Level Net Base Salary per annumG-2 CAD 34,634
United Nations Considerations
In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.Candidates who have committed crimes other than minor traffic offences may not be considered for employment.Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.
