Office Manager, UK Delegation to ICAO

Job Description (Roles and Responsibilities)

Main purpose of job:
The UK Delegation to ICAO in Montreal is recruiting for an Office Manager. The position is vital to the smooth running of the UK Delegation, overseeing delegation finance and ensuring that Delegation staff are able to work effectively. The position is offered on a full-time, permanent basis starting in September, subject to successful security clearance. The language requirement is bilingual French and English.

This is a varied and interesting role. The Office Manager will use their excellent administrative and interpersonal skills in a small, busy Delegation that operates within a much larger system of national delegations to ICAO. Through supporting the UK Delegation team (including the UK Representative to ICAO, the Alternate UK Representative to ICAO and the Air Navigation Commissioner), they will contribute to the UK’s objectives and priorities in ICAO.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Specific responsibilities include the following; flexibility is required due to the varied nature of our work:

Tasks

1. Support to the Council Representative, the Alternate of the Council Representative and the Air Navigation Commission allowing them to carry out their duties effectively:

diary management and scheduling meetings (including planning for meetings by reserving rooms and equipment, inviting participants and assisting, when appropriate, in the preparation of the meeting agenda and other documents);

drafting correspondence;

assisting in the production and distribution of working papers, reports, correspondence, or other documents;

arranging travel and other bookings;

representational activities including making arrangements for functions such as receptions, luncheons, dinners and other social events;

ad hoc administrative support, including staff welfare arrangements.

2. Provide planning and management of the delegation budget:
preparing and managing the annual budget by keeping books and accounting and preparing monthly budget reports under supervision of the Head of Delegation and in liaison with BHC Ottawa and Department for Transport Finance;

managing tax reimbursement for provincial and federal government taxes for the UK delegation;

managing other financial related activities as needed (petty cash, organising credit cards etc);

ensuring value for money in purchasing;

negotiating with service providers regarding the required services, conditions for delivering the service, taking into account value for money and liaising with the responsible manager and overseeing the service rendered.

3. Liaison with UK experts, other States’ delegations to ICAO and ICAO bureaus:

managing and monitoring requests from ICAO and London and the progress of related actions to be taken, ensuring the flow of information (including management of the UK Delegation email inbox);

leading on protocol arrangements for the UK Delegation, including working with ICAO External Relations/Protocol to obtain and keep current the necessary documents and permits related to their and their families stay in Canada;

keeping up to date with ICAO administrative procedures and contact points.

4. Administration of an extensive archive of ICAO documentation, other documentation and correspondence:

maintaining an up-to-date filing system/archive in the delegation of ICAO documentation, publications and correspondence;

filing, retrieving and, if necessary, amending and maintaining, office copies of documents and reports.

5. Support for the delegation and office:
receiving visitors from the UK, the ICAO Secretariat, other States’ delegations to ICAO, governmental and industry organisations;

assisting to the extent possible, all visitors, in particular UK participants in ICAO meetings;

screening and forwarding telephone calls and e-mail messages to the Delegation as needed;

providing cover for and work effectively with the B3(L) policy officer.

6. Upkeep of the delegation public space; reception area, meeting room, kitchen, copy room and Representative’s reception area:

keeping the delegation public space tidy and in good order;

managing the office inventory and ordering of office supplies;

ensuring office equipment (printers, photocopier etc) is maintained;

managing the kitchen inventory including supply of coffee/tea, milk, sugar, beverages, snacks etc.;

liaising with ICAO support services, including cleaning and maintenance.

Resources managed:
Management of the delegation budget of $500,000 per year.

Essential qualifications, skills and experience

Bilingual French and English (to a professional standard);

Excellent written and oral communication skills;

Strong IT skills, including MS Teams, Zoom, Outlook, Excel, Powerpoint and Word;

Ability to monitor a budget using Excel spreadsheets;

Good organisational and prioritisation skills;

Good interpersonal skills, able to form strong working relations including virtually;

Attention to detail whilst grasping the bigger picture;

Ability to ensure value for money in dealings with vendors and suppliers;

A positive and flexible team player, willing to help others and take on new tasks;

A professional demeanour, remaining calm dealing with difficult stakeholders and confident greeting senior officials;

Must have the legal status to live and work in Canada.

Desirable qualifications, skills and experience

Familiarity with and knowledge of Canadian Federal and Quebec Government;

Familiarity with or knowledge of the UK;

Driver’s license.

Required competencies

Leading and Communicating, Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service

Application deadline Application deadline – day Application deadline – month Application deadline – year

28 July 2021

Grade

B3 (L)

Type of Position

Full-time, Permanent

Working hours per week

37.5

Region

Americas, Caribbean & Overseas Territories

Country/Territory

Canada

Location (City)

Montreal

Type of Post

British Consulate General

Number of vacancies

1

Salary

$5,361

Start Date Start Date – day Start Date – month Start Date – year

20 September 2021

Other benefits and conditions of employment

Learning and development opportunities:
This position will give an introduction to working in an international role within a small but busy UK diplomatic post. We offer enriching learning and development opportunities for all staff.

Working patterns:
We support flexible working opportunities, where operational needs allow.

Additional information

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities.

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.