- Job Identification: 26992
- Job Schedule: Full time
- Remuneration: CAD 45,127
- Duration: 3 years
- Location: Canada
- Vacancy Type: Fixed term
Are you organized, detail-oriented, and passionate about supporting international aviation? ICAO is seeking a dedicated Internal Distribution Assistant to join their team and help streamline their internal communications and document distribution processes. This exciting opportunity for 2025 offers a chance to contribute to global aviation safety and standards from within a dynamic international organization. Ready to take the next step in your career? Apply now!
About the Organization
The Safety & Security and General Services (SSG) Section of the Bureau of Administration and Services (ADB) is responsible for the efficient and successful management of the provision of Safety & Security Services for the entire Organization, as well as a variety of General Support Services.
Reporting to the Head of General Services and Facilities Management Unit (GFM), the Internal Distribution Assistant is responsible for the provision of distribution services to all Sections of the Secretariat, National Delegations, Regional Offices and meeting Participants; providing administrative support in the areas of stationery and office supplies management; over the counter sales of publication; planning and coordination of distribution services during Headquarters meetings, including the triennial ICAO General Assembly; and processing incoming mail.
The incumbent in this position is expected to use his/her own judgment and discretion in executing the duties/functions of the post including consultations with the Unit Head and/or Section Chief on complex internal distribution, office stationery inventory management policies and/or procedural issues. The incumbent supervises one distribution Clerk. The incumbent works independently and refers to H/GFM on complex cases.
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Key Responsibilities
- Recommendations and planning documentation for the Unit Head and/or Section Chief on resources required to meet Internal distribution services for ICAO meetings.
- Assistance given to the Unit Head in the preparation of yearly and triennial budget forecasts for internal distribution resources/ operational requirements.
- Supervision of one (1) Distribution Clerk to ensure timely and efficient delivery/distribution of mail.
- Prioritizes distribution for papers/documents for special meetings.
- Monitors and ensure mail delivery for the secretariat and all other bureaus and Delegations within ICAO.
- Ensures supply of documents and publications meets pre-established meeting requirements.
- Confidentiality procedures are followed in relation to closed meetings.
- Ensures distribution of confidential or restricted papers and use discretion in handling sensitive documentation.
Duties
- Reporting and monitoring of Internal distribution services KPIs to provide recommendations to the Unit Head on possible adjustments to stationery/office supplies and other factors that could improve the efficiency and/or effectiveness of required services.
- Management of stationery levels, including recommendations to Unit Head to optimize the acquisition of stationery and office supplies.
- Preparation of Terms of Reference (TOR) and requests for tender and evaluation of proposals for stationery items.
- Effective management and distribution of office stationery supplies, including toners, ink cartridges, paper etc.
- Paying the invoices of the stationery purchase orders.
- Timely processing of approximately 2000 stationery requests annually.
Experience, Qualifications, and Language
Professional Experience
- A minimum of five years administrative experience in administration, finance, office management or general/ public Services.
- Experience in shipping and inventory management practices is an asset.
- Experience in the application of rules and regulations and procedures, in particular with respect to document distribution.
- Familiarity with modern IT equipment and office productivity software is essential.
- Work experience within an international organization or a government is an added value.
Education
- Diploma of college studies (DEC) or equivalent is required. Additional training or certification in business administration. Finance, office management or related field is desirable.
Language
Essential
- Fluent reading, writing and speaking abilities in English and French.
Desirable
- A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
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Conditions of Employment
Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (3) years (first year is probationary for an external candidate).
ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization, in accordance with the provisions of the ICAO service code.
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How to Apply
Interested candidates must:
- Visit the official the ICAO Careers website
- Search for “Internal Distributor Assistant”
- Complete the application form and upload the required documents (CV, cover letter, certifications)
- Submit before the deadline
