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Administrative Assistant

United Nations Development Programme (UNDP)
Montréal, QC

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Job details

Full-time
4 days ago

Skills

Microsoft Powerpoint
French
Spanish
Microsoft Excel
Arabic
Filing
English
Windows
Microsoft Office
Administrative experience
High school diploma or GED
Russian
SharePoint
Front desk
Data collection
Chinese
Communication skills
Office experience

Full job description

THE ORGANIZATIONAL SETTING

The Ethics Office functions on the principles of independence, impartiality, and confidentiality, and each of its activities aims to foster and promote a culture of ethics, integrity, accountability, transparency, and respect within ICAO. In this context, the Ethics Office provides confidential advice and guidance on ethical challenges and dilemmas to management and staff, regardless of contract type and duration. It also assists the Secretary General and the Council in cultivating and nurturing a strong organizational culture of ethical behaviour and decision-making, whereby ICAO management and staff observe and perform their functions in a manner consistent with the highest standards of conduct and come forward without fear of retaliation. The Office also serves as a key advocate of ICAO principles and values, including through awareness and outreach activities, thereby enhancing the trust in and the reputation of the Organization, both internally and externally.

The incumbent reports directly to the Ethics Advisor, and will act as the administrative focal point for the Ethics Office.

MAJOR DUTIES AND RESPONSIBILITIES

The Administrative Assistant will:

Provide administrative and secretarial support to the Ethics Office.
Ensure timely and high-quality office correspondence and monitor the generic email account of the Ethics Office, identifying items requiring sensitive handling and help ensure that priorities and deadlines are met.
Manage records effectively, including the establishment and maintenance of a coherent filing system, and ensure the secure handling of confidential documentation.
Contribute to the production of documentation by reviewing, proofreading, and editing materials originating from the Ethics Office—often of a confidential or urgent nature—including memoranda, reports, working papers, meeting minutes, PowerPoint presentations, and Excel worksheets.
Assist in the administration of the Annual Financial Disclosure Programme (FDP), including: a) Liaising with Directors, Human Resources (HR), and other relevant stakeholders to prepare the list of eligible employees; b) Inviting eligible employees to participate in the FDP, sending reminders, and following up to ensure 100% compliance; c) Administering the database (tracking results and statistics); d) Acting as a help desk (via email, Microsoft Teams, and in person) to ensure that eligible employees receive timely assistance.
Arrange appointments and organize the meeting schedule of the Ethics Advisor; assemble relevant documentation and provide related logistical support.
Act as the HR focal point for the Ethics Office, including responsibilities related to the employment of consultants (e.g., maintaining attendance records, drafting contract documentation, etc.).
Assist in the submission and monitoring of purchase requests and purchase orders for the procurement of goods and services for the Ethics Office, using the enterprise resource planning system (Quantum).
Coordinate travel arrangements, including preparing travel authorization requests, booking hotel reservations, arranging visas, and processing travel expense claims.
Maintain office supply inventory and coordinate repairs for office equipment (e.g., printers, photocopiers), as well as liaise with building management for other facility-related requests.
Facilitate prompt and efficient IT support for the Ethics Office by liaising with, clarifying issues for, and coordinating with Help Desk staff in the ICT Section.
Liaise with the Languages and Publications (LP) Section to ensure the accurate and timely translation and production of the Ethics Office's Annual Report and other materials.
Facilitate prompt and efficient IT support to the Ethics Office by liaising, clarifying and coordinating with help desk staff in ICT;
Liaise with Languages and Publications (LP) to ensure accuracy/timely translation/production of the Annual Report of the Ethics Office and other material; and
Perform other duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Educational background

Essential

Completion of secondary school education, supplemented by secretarial training and courses in office automation.

Professional experience and Knowledge

Essential

A minimum of six years of experience in secretarial and administrative work.
Extensive experience in handling confidential information, preparing notes, correspondence, presentations, and reports, as well as proficiency in using IT tools (e.g., web-based systems, Microsoft Office, SharePoint, Windows 10, etc.).
Excellent communication skills and the ability to collaborate effectively with a wide range of individuals to provide comprehensive support services.
Strong sense of confidentiality and discretion in handling sensitive matters.

Desirable

Experience working with an international organization, preferably within the United Nations (UN) system, including ICAO.
Knowledge of UN ethics, standards of conduct, ethics and compliance, and/or protection against retaliation.
Experience in data collection and analysis, as well as in the use of the Quantum system.
Front office experience, including direct interaction with internal and external stakeholders.

Language Skill

Essential

Fluency in reading, writing, and speaking English, with a working knowledge of French.

Desirable

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

CONDITIONS OF EMPLOYMENT

Evaluation consultants will be held to the highest ethical standards and are required to sign a Code of Conduct upon acceptance of the assignment. This Evaluation shall be conducted in accordance with the principles outlined in the UNEG 'Ethical Guidelines for Evaluations'.

It should be noted that the assignment is for an initial period of 238 working days over 12 months, starting as soon as possible. A competitive rate (Band B) will be offered depending on the assignment and the qualifications required.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: ICAO Career Website

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.

Apply Now

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database administration jobs in laval, qc

Administrative Assistant

Administration Assistant, Nesbitt Burns

Project Manager Assistant (Operations)

Analyst, Requirements Management

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Associate Roynat Capital - Pointe-Claire, Quebec

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Contract Analyst (Bilingual)

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Investment Advisor Assistant

Assistant Manager

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