Administrative Assistant, FIN
Overview
Provides office and administrative support to the Finance Branch, contributing to the management and monitoring of tasks, and the production and review of documentation.
Key Responsibilities
- Prepare year-end statements for SSA consultants.
- Provide support in background research and compilation of documentation for the Finance Committee, Council and Assembly.
- Assist in the preparation and submission of State Letters and Staff Notices.
- Correspond with banking institutions regarding bank accounts and authorized signatories.
- Provide administrative support for HR-related documents.
- Ensure year-end instructions are submitted and follow up on outstanding documentation.
- Coordinate input and receipt of data for year-end financial statements.
- Prepare year-end direct confirmation to banks and suppliers for External Auditors.
- Track deadlines and monitor progress of task completion.
- Provide information for the Annual Report to the Council.
- Perform proofreading and ensure formatting compliance.
- Review incoming correspondence and maintain electronic records.
- Dispatch correspondence and follow up on outstanding responses.
- Transfer, route and track files, including confidential files.
- Process documents for compilation, assembly, and mark-up in Word and Excel.
- Edit correspondence for signature by the Secretary General or Chief, Finance Branch.
- Draft, edit and finalize documents, including working papers and reports.
- Assist in drafting routine correspondence.
- Maintain an up-to-date electronic filing system.
- Compile documentation and reference material for meetings.
- Participate in the preparation of Oral Reports.
- Act as Focal point for staff attendance records.
- Act as Focal point for online reservation of conference rooms.
- Provide advice and guidance to General Service Accounting Officers and Clerks on administrative procedures.
- Provide operational back-up for Administrative and Finance Assistant.
- Keep abreast of ICAO administrative regulations, rules, policies and procedures.
Required Experience
A minimum of five (5) years of experience in administrative work, preferably in the field of administration. Experience in preparing correspondence and reviewing working papers, reports and presentations. Desirable: Experience within the United Nations Common System context. Experience with ICAO’s official activities, practices and procedures and, in particular, of all administrative aspects of the Organization.
Qualifications
Essential: High School Diploma or equivalent is required. Desirable: Completion of secretarial and office automation courses, preferably in Microsoft Word, Excel, and Outlook.
