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Kenya Office at the International Civil Aviation Organization in Montreal intends to employ an Administrative Assistant who will be expected to provide administrative support to the Representative of Kenya to ICAO and coordinate office communications and logistics.

Position: Administrative Assistant

Terms of Employment: Full Time, 1-year Renewable Contract

Working Hours: 9am to 4pm

Location: Montreal, Quebec  

No. of Vacancy: 1

Starting Date: 1st September, 2021

Tasks/ Responsibilities

  • Prepare, key in, edit and proofread correspondence, invoices, presentations, publications, reports and related materials,
  • Open, distribute and action as necessary incoming regular and electronic mail and other materials,
  • Co-ordinate the flow of information internally between the Delegation of Kenya, other State delegations, ICAO and other relevant Organizations,
  • Schedule and confirm appointments and meetings of Delegation of Kenya to ICAO,
  • Order office supplies and maintain inventory,
  • Answer telephone and electronic enquiries and relay telephone calls and messages,
  • Set up and maintain manual and computerized information filing systems,
  • Determine and establish office procedures,
  • Meet and greet visitors, ascertain nature of business and direct visitors as appropriate,
  • Record and prepare minutes of meetings when required,
  • Arrange travel schedules and make reservations,
  • Compile data, statistics and other information to support office record management as required,
  • Organize conferences and reception of key delegates and guests visiting Kenya Delegation and attending ICAO meetings from Kenya,
  • Perform any other ad hoc administrative support duties as assigned by Representative of Kenya to ICAO


Applicants for the position should possess the following qualifications:

  • Undergraduate degree in the relevant field,
  • A Valid Quebec Driver’s License with clean records,
  • A valid Canadian Resident Visa status and Work Permit,
  • At least two years’ work experience in a relevant field,
  • Bilingual French and English languages (to a professional Standard),
  • Demonstrate technical and social competence with communication, organizational and time management skills,
  • Excellent skills in Computer applications,
  • Must have valid Security Clearance Certificate,
  • Familiarity with and knowledge of Canadian Federal and Quebec Government structures.


Interested applicants should send their applications, including their updated Curriculum Vitae and copies of their testimonies to customercare@kenyahighcommission.ca before Monday, 16th August, 2021.  Hard copies of the applications may be addressed and mailed to:

The High Commissioner

Kenya High Commission

415 Laurier Ave East, Ottawa

ON, Canada K1N 6R4

Shortlisted Candidates will be contacted for interviews.