Administrative Assistant

The Administrative Assistant provides efficient administrative support to the bureau Chiefs/Programme Coordinators and technical officers within the Air Navigation Bureau (ANB) to carry out multidisciplinary work programmes. The role includes coordinating administrative tasks, supporting meetings and events, managing documentation, and assisting with travel-related processes.

Responsibilities

• Provide administrative and logistical support for the planning and implementation of the work programme for Sections within ANB.
• Coordinate administrative tasks to support various sections.
• Maintain documentation related to the work programme.
• Assist in scheduling meetings.
• Facilitate communication and collaboration among relevant team members.
• Draft letters, memoranda, reports and various correspondence from verbal instructions or electronic drafts in accordance with ICAO practices and procedures.
• Assist with the management of websites.
• Support Section Chiefs and Technical Officers by monitoring task progress, flagging issues, and following up to ensure deadlines are met.
• Assist in the quality management of working documents within ANB by proofreading and formatting documents such as letters, memoranda, reports, and PowerPoint presentations for completeness, accuracy and grammar.
• Edit materials to enhance readability and coherence.
• File and organize documentation.
• Provide administrative/logistical support for meetings, events, expert groups under the responsibility of Sections within ANB.
• Coordinate meetings and logistics such as room bookings, badge preparation and registration.
• Contribute to the preparation and distribution of documentation and materials.
• Maintain dedicated communication and documentation sharing platforms.
• Provide administrative and logistical support and guidance for travel-related processes including travel cost recovery.
• Perform other related duties as assigned.

Requirements

• High School Diploma or Equivalent is required.
• Certification in office administration or management is desirable.
• Completion of courses in project management is desirable.
• Training in data management or analysis is desirable.
• A minimum of four (4) years’ experience working in an office environment applying administrative procedures and practices is essential.
• Experience in maintaining records and managing documentation is desirable.
• Experience in project management is desirable.
• Experience in organizing meetings and events is desirable.
• Experience in data analysis and reporting is desirable.
• Experience working in an international or culturally diverse work environment is desirable.
• Fluent reading, writing and speaking abilities in English is essential.
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Skills

• Office Management
• Project Management
• Data Management
• Data Analysis
• Records Management Projects
• Documentation Management
• Meeting Organization
• Event Coordination
• Travel Coordination
• Administrative Procedures
• Report Writing
• Multidisciplinary Support

Languages

English