Recruitment Administrative Assistant

About the role

The Recruitment Administrative Assistant provides comprehensive administrative, accounting, and correspondence support to the COSCAP‑SA programme, ensuring smooth operations and effective liaison with ICAO headquarters, regional offices, and Member States.

Key responsibilities

• Maintain liaison with ICAO Headquarters, APAC Regional Office and programme offices; assist Member States on programme delivery and administrative matters.
• Handle office communications: screen calls, manage emails, faxes, and maintain filing systems and programme website.
• Provide accounting support: process invoices, manage petty‑cash and imprest accounts, and prepare monthly administrative and financial reports.
• Prepare and distribute correspondence, draft routine letters, and ensure correct formatting and grammar.
• Organise meetings, trainings, workshops and related documentation; coordinate travel arrangements, airline tickets and hotel bookings for technical staff and instructors.
• Maintain web pages, liaise with IT for updates, and administer databases of instructors, experts and consultants.

Required profile

• At least 5 years of relevant administrative or secretarial experience.
• Experience in office accounting functions, invoice processing and petty‑cash management.
• Strong organisational skills with ability to coordinate meetings, travel and documentation across multiple stakeholders.

Required skills

• Proficiency in office software for document preparation and filing.
• Basic accounting skills for handling invoices and petty‑cash journals.
• Ability to maintain and update websites and coordinate with IT support.