Background

The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations that aims to ensure the safe, orderly, and efficient development of international civil aviation. ICAO sets standards and regulations necessary for aviation safety, security, efficiency, and environmental protection.

Role Context

The Assistant to the Project Manager will provide comprehensive administrative and logistical support to the Project Manager in the execution of various aviation-related projects. This role is crucial for ensuring the smooth and efficient operation of project activities and contributing to the achievement of project objectives.

Responsibilities

Key responsibilities include, but are not limited to:

• Assisting the Project Manager in planning, organizing, and coordinating project activities.
• Managing project documentation, including reports, meeting minutes, and correspondence.
• Scheduling and coordinating meetings, workshops, and travel arrangements for the project team and stakeholders.
• Maintaining project databases and tracking project progress.
• Providing administrative support for procurement and financial processes related to the project.
• Liaising with internal departments and external partners to facilitate project communication and collaboration.
• Preparing presentations and other project-related materials.
• Performing other related duties as assigned by the Project Manager.

Qualifications and Requirements

The ideal candidate will possess the following qualifications:

• A minimum of a Bachelor's degree in Business Administration, Project Management, International Relations, or a related field.
• Proven experience in administrative support, preferably in a project management environment.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management tools and methodologies is an asset.
• Knowledge of aviation or international organizations is desirable.
• Fluency in English is required. Knowledge of other UN languages is an advantage.

Experience Needed

A minimum of 2 years of relevant experience in administrative support or project coordination.

Work Environment

This position is based in Nairobi, Kenya, and involves working within a dynamic international environment.

• Assisting the Project Manager in planning, organizing, and coordinating project activities.
• Managing project documentation, including reports, meeting minutes, and correspondence.
• Scheduling and coordinating meetings, workshops, and travel arrangements for the project team and stakeholders.
• Maintaining project databases and tracking project progress.
• Providing administrative support for procurement and financial processes related to the project.
• Liaising with internal departments and external partners to facilitate project communication and collaboration.
• Preparing presentations and other project-related materials.
• Performing other related duties as assigned by the Project Manager.

• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management tools and methodologies is an asset.
• Knowledge of aviation or international organizations is desirable.
• Fluency in English is required. Knowledge of other UN languages is an advantage.

• A minimum of a Bachelor's degree in Business Administration, Project Management, International Relations, or a related field.