Under the Director of the Capacity Development and Implementation Bureau (D/CDI), the Field Operations Section (FOS) is responsible for the development, implementation, monitoring, evaluation and closing of Technical Assistance (TA) and Technical Cooperation (TC) projects. FOS assists with the identification of priority development requirements across civil aviation and with technical cooperation to recipient States. It carries out resource mobilization with multilateral and bilateral development partners and industry. FOS develops regional and country specific technical cooperation programme and projects. The Section executes these programmes and projects in accordance with the policies and contractual modalities of CDI.
Accordingly, the Cooperative Development of Operational Safety and Continuing Airworthiness Programme – South Asia (COSCAP-SA) has been established and transitioned into Phase V with the main objective of assisting the Member States to enhance their aviation safety oversight capabilities. Description of the key objectives are included in the Programme Document for Phase V.
The Recruitment Administrative Assistant reports and works under the supervision of the Chief Technical Advisor (Flight Operations) / Programme Coordinator (CTA/PC) in accordance with the terms of reference in this job description.
Key Responsibilities
Provides administrative support, achieving results such as
- Maintain liaison with ICAO Headquarters, ICAO APAC Regional Office and COSCAP-SA sister programme offices on various issues.
- Maintain liaison and assist Member States on the matters of programme delivery and administrative support analyse and provide solution to issues related to administration and promote a collaborative and results-oriented approach.
- Place and screen telephone calls and respond to routine requests for information. Take and relay messages as necessary.
- Send and receive faxes and e-mails.
- Maintain office files, records and reference material. Sort and file correspondence, reports and documentation.
- Maintain and update programme website.
- Provide assistance to the other Experts of the Programme serving on fulltime or part-time basis (ANS Safety Expert, AGA Expert etc).
Provides accounting support, achieving results such as:
- Receive and pay invoices for telephone, internet and other charges related to the day-to-day operation of the office.
- Maintain the office and other supplies inventory and purchase the reliable and quality items as required in a cost saving manner.
- Perform accounting functions including maintaining a journal for petty cash, imprest account, contribution in fund and kind from Member States and Donor organizations.
- Prepare and submit routine administrative reports to ICAO Headquarters monthly concerning programme personnel strength return record and financial accounting record on petty cash and imprest account.
Provides correspondence support, achieving results such as:
- Receive and screen written correspondence; distribute for action as required.
- Maintain a record of all incoming and outgoing correspondence.
- Prepare correspondence and other documentation from drafts or from dictation; check enclosures and addresses and ensure that format, grammar, spelling and punctuation are correct.
- Draft original correspondence on routine matters and where required sign on behalf of the CTA/PC.
- Prepare letters, documents or slide presentations under supervision of CTA/PC.
Provides workshop/meeting arrangement support, achieving results such as:
- Assist with the preparation for meetings and training programmes.
- Format, finalize and distribute meeting materials, record of discussions and reports of COSCAP- SA missions, meetings, workshops and seminars.
- Work with domestic or international counterparts to organize various meetings, training courses, seminars and workshops.
Provides travel arrangement support, achieving results such as:
- Arrange travel for programme technical officers, including airline and hotel reservations and the procurement of airline tickets as required.
- Prepare and review TAR and follow up with ASR for DSA payment to the traveller when applied.
- Track the mission information taken by programme staff and invited instructors regarding MTR submission, ASR issuance, Travel Claim submission and settlement.
- Organize and maintain the web page with the defined and relevant documents. Assure continuity and traceability of it’s documents. Liaise with APAC IT for trouble shooting and updates .
Additional Duties:
- Office administrative work for the ICAO COSCAP South Asia Office.
- Completion of all travel arrangements and mission request for CTA, Instructors, Experts and National Coordinators performing duties, travel or training duties within the framework of COSCAP South Asia. This consists of Mission Travel Requests, Itineraries, Hotel booking, Post Mission expense control and administration.
- Support for registration of personnel, partners and vendors into the relevant in to the relevant UN and ICAO portals and systems.
- Support for travel claims of technical personnel.
- Completing protocols of COSCAP South Asia meeting.
- Building and maintaining a WEB page.
- Administering the Training- and Technical Assistance Mission Programme related to planning, communication and archive.
- Documentation of capacity building.
- Administering the Data Base of Instructors, Experts and Consultants.
- Completion of reports related to duty days, holidays etc. of personnel.
- Professional collaboration and support with ICAO regional office APAC.
