Main purpose of job

The United Kingdom Delegation (UKDEL) to the International Civil Aviation Organization (ICAO) is looking to recruit a part-time professional administrator with a strong team ethic. UKDEL is the UK diplomatic office, which represents the UK at ICAO, a United Nations Specialised Agency, which promotes safe, secure and sustainable civil aviation. 

The postholder will be UKDEL’s Administrative Officer, providing efficient, reliable and discreet support to the UK Permanent Representative and the rest of the team and ensure the smooth day to day running of the Delegation.

This role is ideal for someone with a desire to work in a friendly, respectful environment and help a professional team of policy and technical officers deliver UK objectives through ICAO. The role would suit someone interested in international relations, diplomacy and multilateral organisations, but that is not essential and the postholder would not have any policy responsibilities.   

As a key member of our small team, the postholder would work closely with UK colleagues, the ICAO Secretariat and other international delegations. In this respect, they would need to have excellent people skills. We are also looking for a consummate time manager, familiar with a range of office software packages, able to work on their own initiative, and focussed on changing and improving administrative processes to the benefit of UKDEL’s overall performance. They would need to be calm and positive under pressure. 

Why Join Us?

We are a strong team, focussed on delivery for the UK at ICAO. We are committed to ensuring the UKDEL working environment supports our individual growth and team collaboration. We emphasise the importance of demonstrating respectful interpersonal behaviours. Joining UKDEL ICAO will mean working in a fun, friendly – and international – environment in which the postholder will directly contribute to the success of the UK’s engagement in ICAO. 

Roles and responsibilities 

• Provide comprehensive office administration, including correspondence, email, diary and inbox management
• Welcome guests and visitors to the UK Delegation, ensuring a professional and courteous first point of contact, provide hospitality (tea, coffee, water) as needed
• Manage the Delegation’s shared inbox, triaging enquiries and ensuring timely and accurate responses
• Organise meetings, including scheduling, room bookings, agendas and follow up actions
• Draft routine diplomatic correspondence and support the preparation of documents and briefings
• Liaise effectively with the ICAO Secretariat, other delegations and external suppliers
• Process expenses and manage the Delegation’s monthly account, ensuring accuracy and compliance with procedures
• Maintain accurate records and manage routine administrative and financial processes
• Support visits, meetings and official activities, ensuring appropriate diplomatic protocols are followed
• Carry out any other tasks necessary to support the work of the team
• Act as a flexible and dependable team member in a small delegation, stepping in to support colleagues as required
• Take care of the office environment (watering plants, etc.)

• An enthusiastic, hardworking administrator with excellent interpersonal and communication skills
• A strong team player who is comfortable engaging confidently and professionally with colleagues and stakeholders at all levels
• Able to take ownership of responsibilities, manage tasks independently and follow through with accuracy and reliability
• Excellent organisational skills
• Calm, positive and adaptable, with the ability to work effectively in a busy environment and respond constructively to changing priorities
• Keen to learn and develop, with a proactive and supportive approach to work and an open mindset
• Competent user of Microsoft Office programmes (including Outlook, Word, Excel and Teams), with the ability to use digital tools to manage correspondence, meetings and records efficiently
• Must be legally authorised to work in Canada

Language requirements: 

Language: English, desirable – French

Level of language required: English – fluent (with excellent writing skills), French – desirable.