Administrative Assistant and Commissariat operator, ADB

JOB DESCRIPTION

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results-based management skills and tools to support the Organization in implementing its Strategic Goals, in order to serve all stakeholders of the world aviation community.

is responsible for the overall coordination and management of security & safety of premises, building and facilities management, travel services, commissariat operations, rental of office space, business continuity and organizational resilience management, and property control and logistics services including inventory, storage and supply

is responsible for all asset receiving, asset management, and Inventory database for all of ICAO HQ and Regional Offices. PCL is also responsible for mail, diplomatic pouch and management of the Commissariat.

The incumbent reports directly to the Head, Property Control, Logistics and Commissariat who assigns tasks, and decides on priorities. The incumbent is expected to work under the general supervision of the H/PCL, with whom s/he consults on complex technical matters.

Provides administrative support to Head, Property Control & Logistics and Commissariat, achieving results such as:

• Provide advice and guidance on administrative procedures, working requirements, organizational correspondence standards and working arrangements for PCL.
• Keep abreast of applicable administrative and management regulations, rules, policies and procedures to ensure compliance and provide relevant guidance to H/PCL.
• Provide support to Head of PCL in the preparation of working papers and other documentation for the ICAO Council and Committee of the External Auditor.
• Draft memoranda and other correspondence (often of a sensitive and confidential nature) on administrative and other matters for signature of Head, Property Control, Logistics and Commissariat (PCL).
• Filter, distribute and follow up on requests from other Bureaus to ensure their timely completion.
• Attend meetings related to PCL activities, as required, and prepare accurate and comprehensive Minutes.
• Manage the Head of PCL’s daily calendar and task list, including proactive follow-up on pending and outstanding matters.
• Assist with procurement-related activities, including raising and processing purchase orders and ensuring timely payment of invoices in Quantum ERP (Oracle).
• Prepare, draft and verify contractual documentation for staff and consultants.
• Maintain accurate attendance records, review consultants’ timesheets, calculate payments due and process payments in a timely manner.

Support ICAO Commissariat Retail Operations, Achieving Results Such As:

• Process in-store sales during regular opening hours, online orders, and Meeting orders, ensuring accurate and efficient transactions.
• Provide professional customer service and assistance to Commissariat clients, including product information and order support
• Maintain customer records and liaise with HR, LEB/External Relations, Meeting organizers, and Building Security on access, authorizations, and eligibility
• Replenish shelves and maintain an organized, properly stocked sales area while monitoring inventory levels and maintaining accurate records of stock movements, sales, receipts, and adjustments.
• Perform month-end journal entries in Quantum ERP, including…