Provides office support services, achieving results such as:

• Draft, edit, and process documents including letters, working papers and reports.
• Translate documents that contain aviation technical content from English to Spanish and Spanish to English.
• Process incoming and outgoing documents, emails, and correspondence.
• Maintain electronic calendars for appointments and other business activities.
• Administer travel preparation and arrangements.
• Provide administrative support.
• Receive and provide information to visitors.
• Make and receive telephone calls, take messages, and filter calls.
• Coordinate and schedule teleconferences.

Provides effective records management, achieving results such as:

• Maintain file movement records, verify for completeness.
• Follow up and maintain accurate indexing of files on computer terminal.
• Open and maintain correspondence files up to date (including confidential correspondence).

Provides event organization services, achieving results such as:

• Coordinate the preparation of events, including participant registration, coordination with external event organizers, and editing and translating event documentation and reports.
• Provide logistical support and coordination for events organized by ICAO.

Maintains databases, achieving results such as:

• Update information in existing databases, including air navigation deficiencies, meeting conclusions, contacts, etc.
• Create new databases, as required.

Assists the Regional Officers in preparing presentations, reports, and corresponding documentation for meetings and conferences, achieving such results as:

• Request input from officers to ensure comprehensive information.
• Compile, edit, translate, and finalize presentations, reports, and documentation for submission in a timely manner.

Ensures smooth management of meetings in terms of logistical arrangements, documentation and technical material as well as post-meeting follow-up actions, achieving results such as:

• In coordination with the Regional Officer, prepares invitations and documentation related to the convening of meetings and events, as required, including the accurate and timely document translation/formatting/editing/editorial review (English-Spanish / Spanish-English)
• Assist Regional Officers with the conduct of regional technical meetings, workshops and seminars within and outside the Regional Office; compile draft meeting reports, arrange, prepare and process meeting documentation, including draft working and information papers and presentation related to meetings, seminars and workshops managed by Regional Officers, and arrange for the meeting documentation to be uploaded on the ICAO NACC website.
• Prepare and oversee the tracking, collation and distribution of meeting documentation.

Performs other related duties, as assigned.

• A minimum of four (4) years of administrative support experience.
• Experience in using a personal computer, Microsoft Windows, Word, Outlook, Excel, PowerPoint, and Teams and/or Zoom
• Experience in English-Spanish-English translation and proofreading.

Desirable

• Experience in event organization.
• Experience in an international organization.
• Experience in aviation, in either the public or private sector.