Human Resources Assistant (Registry and Records)

JOB DESCRIPTION

The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA handles operational HR management tasks such as contract management, benefits administration, separation procedures, retiree services, social security and pension administration, staff accreditation, and oversight of the medical clinic.

The incumbent reports directly to the Chief of SEA, who provides overall guidance and consults on complex issues.

• Receiving, registering, and storing correspondence properly.
• Reviewing, recording, and sorting incoming and outgoing mail.
• Maintaining file movement records within HR and to the Office of the Director.
• Following up on actions required by HR sections.
• Verifying completeness and accuracy of files and creating new files as needed.
• Updating the registry file list regularly.

• Facilitating and documenting digitization processes.
• Supporting training on digital filing systems.
• Organizing SEA filing rooms and maintaining an index of physical and digital files.
• Archiving digitized physical files per ICAO guidelines.

• Ensuring files are complete, properly ordered, and correctly classified.
• Removing non-record material and cross-referencing records.
• Ensuring data entries are accurate and duplicate records are removed.

• Filing documents properly and securing confidential files.
• Labeling and organizing folders, removing inactive files for archiving.
• Reviewing SEA inbox daily and distributing messages appropriately.
• Providing accurate files and information upon request.
• Maintaining a file tracking system and regularly archiving separated staff files.
• Providing timely background information for complex inquiries.

• Assisting in managing mail and processing requests for visas and accreditation.
• Generating statistical reports for Protocol Ottawa and Quebec.
• Ensuring supplies are stocked and maintaining leave records.

• Formatting and posting notices and messages.
• Assisting in preparing reports and presentations.
• Reviewing documents for accuracy and standards.
• Gathering information for HR surveys.

• Minimum 5 years of administrative experience.
• Proven experience in records and filing systems.

• Fluent in English and French (reading, writing, speaking).
• Desirable: Knowledge of additional ICAO languages (Arabic, Chinese, Russian, Spanish).

Professionalism: Knowledge of office automation, registry procedures, and organization of work. Demonstrates pride, mastery, and efficiency in work, remaining calm under stress.

Teamwork: Collaborates effectively, values others’ ideas, supports team decisions, and shares credit.

Accountability: Takes responsibility for work, meets deadlines, and adheres to regulations.

Planning and Organizing: Sets clear goals, prioritizes, allocates resources, and adjusts plans as needed.

Client Orientation: Understands and meets client needs, communicates progress, and maintains trust.

This is a locally-recruited position open to Canadian Citizens, Permanent Residents, and those with a work permit. The initial appointment is for three years, with the first year probationary. ICAO staff are international civil servants subject to the Secretary General’s authority and conduct standards.

Remuneration: Level G-5, CAD 45,127 per annum.

Complete an online application on the ICAO Careers website.

ICAO does NOT charge fees or request money at any stage. Beware of fraudulent requests.