Special Notice: Theย ICAO Assemblyย recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 โAchieve gender equality and empower all women and girls.โ
ย Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.
ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ICAO Core Values: Integrity, Professionalism, Respect for Diversity.
ย THE ORGANIZATIONAL SETTING
The Capacity Development and Implementation (CDI) Bureau is responsible for the execution of ICAO's Capacity Development and Implementation Programme, advising and providing implementation support to Member States, donors, and other funding institutions in all matters relating to the development of a safe, secure and environmentally friendly civil aviation sector. CDI provides a broad range of services, including assistance in reviewing the structure and organization of national civil aviation institutions, updating the infrastructure and services of airports and air navigation systems, protecting the environment, facilitating technology transfer and capacity building, promoting ICAO Standards and Recommended Practices (SARPs) and supporting remedial action resulting from the Universal Safety Audit Programme (USOAP) and the Universal Security Audit Programme (USAP) audits.
The post reports directly to the Deputy Director, CDI (DD/CDI) from whom s/he receives direction and whom s/he consults on complex procedures, including high-level and confidential issues. The incumbent works independently in providing administrative support in the Office of the Director, is responsible for providing guidance to other administrative support staff in CDI and might be requested to liaise with the Office of the Secretary General, other Bureaus, Delegation, Council members and external entities.ย
The Programme Administration Associate is responsible for executing a range of administrative management support activities for CDI and is accountable for providing services related to general administration, finance, human resources, supply, and asset management.
ย MAJOR DUTIES AND RESPONSIBILITIES ย Function 1 (incl. Expected results)Ensures efficient and effective administrative management for the Section,ย achieving results such as:
Support the DD/CDI in all administrative, financial, and human resources matters. Ensure full compliance with administrative activities with rules, regulations, policies, and strategies. Support administrative business processes mapping and elaboration of internal standard operating procedures (SOPs). Develop proposals and implement cost-saving and reduction strategies in consultation with the D/CDI. Implement control mechanisms for administrative services and the maintenance of administrative control records such as commitments and expenditures. Ensure adherence to the Administrative Instructions on records management, event management, meetings and all other instructions related to the implementation CDI programmes. Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. Draft correspondence and internal procedures related to budgetary, financial, human resources and administration matters. Interact with ICT and Building Services to facilitate the installation, movement and re-arranging of CDIโs office space. Coordinate and prepare administrative team results-oriented work plans.ย Provide regular and ad hoc administrative information to the D/CDI and DD/CDI to support informed decision-making.Function 2 (incl. Expected results)
Ensures efficient and effective management of the CDI on financial activities,ย achieving results such as:
Ensure financial resources are fully and properly accounted for. Support CDI Senior Management in the preparation of Business Plans and financial reports to ensure that forecasted incomes and expenditures are met.ย Liaise with the Finance Section on all issues related to payments. Ensure procurement and contract work are executed according to specifications and terms of contracts and that required payments are released in a timely manner. Develop, implement, and manage a mechanism to track/monitor annually planned procurement actions (procurement list). Participate in the preparation of yearly and triennium budgets, audits, sales, and other monthly reports and dashboards. Ensure the execution, processing and follow-up on administrative and financial actions with regards to external funding for implementation support projects, including compliance to the reporting requirements of funding agencies.Function 3 (incl. Expected results)
Ensures efficient and effective management of the Sectionโs human resources activities,ย achieving results such as:ย ย
Administer day-to-day HR issues in close collaboration with HR. Ensure regular monitoring of and timely follow-up on HR actions e.g. staff renewals, consultancy contracts, timesheets and attendance, including the use of HR systems such as ERP and PACE. Implement and maintain management information systems for the Sectionโs HR activities. Develop, implement and manage a mechanism to track/monitor staff training (training list). Support knowledge building and knowledge sharing and organize training for the operations/project staff on administration matters. Provide regular and ad hoc human resources information to the C/GAT to support decision-making. Plan, compile, write and analyze Human Resources Action Plans (HRAPs) for CD and monitor their implementation; follow up on recruitment actions; consolidate and maintain databases on HR matters, initiate HR transactions as needed to meet CDI HR resources requirements.ย Prepare necessary documents and forms related to classification and recruitment and write related justifications in consultation with responsible managers.ยFunction 4 (incl. Expected results)
Ensures efficient and effective supply and assets management,ย achieving results such as :
Coordinate assets management for the Bureau. Ensure that assets such as laptop computers, mobile projectors, smart boards are safeguarded at all times. Maintain proper inventory control and supervise the proper issuance of inventory items and supplies. Initiate timely preparation and submission of periodic inventory reports, and the execution of physical verification of inventory items. Ensure the provision of reliable and quality office supplies. Function 5 (incl. Expected results)ย Provides administrative support in the preparation of consultancy contracts and payments,ย achieving results such as:ย
Assist in the preparation of contract documents with managers within CDI. Prepare and enter requests related to consultancy vacancy notices, contracts and staff renewals in e-recruiter. Provide support in the coordination of timesheets for consultants. Maintain workflows and prioritize Agresso tasks to ensure timely payments to suppliers. Enter requisitions in Agresso and track progress as necessary. Ensure correct implementation of procurement-related practices and procedures in compliance with ICAO rules and requirements. Review suppliersโ invoices against purchase orders, prepare payment instructions and approve for payment. Investigate, follow-up and resolve payment inquiries in collaboration with staff in CDI, regions and Finance. Coordinate computer access, building access, office hardware and software for consultants and temporary staff. Respond to various related queries and advise on associated processes. Function 6 (incl. Expected results)Performs other related duties, as assigned.
ย QUALIFICATIONS AND EXPERIENCE
ย Education
Essential
High school diploma or equivalent is required.
Desirable
A first-level university degree in business administration or related area.ย
Additional training or certification in office management, public and business administration, or related areas.
ย Professional experienceEssential
A minimum of six (6) years of progressively responsible administrative, finance and human resources experience. Experience in dealing with sensitive and confidential matters.Desirableย
Experience using the latest information technology (IT) software applications and ERP systems. Experience in HR activities, practices, and procedures, as well as all administrative aspects of the organization. Related experience within an international organization or a government. ย LanguagesEssentialย
Fluent reading, writing and speaking abilities in English.ย
Desirable
A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, Spanish).
ย COMPETENCIESProfessionalism:ย Proficiency in office automation applications, including ERP systems, for streamlined task execution and data management.ย Extensive knowledge of MS Office applications, enabling efficient report generation, communication, and data analysis. Good knowledge of ICAOโs functions and organization and the role of other related international organizations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing othersโ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Communication:ย Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Client Orientation:ย Considers all those to whom services are provided to be โclients โ and seeks to see things from clientsโ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clientsโ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clientsโ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
ย CONDITIONS OF EMPLOYMENT It should be noted that this post is to be filled on a fixed-term basis for an initial period of 3 years (first year is probationary for an external candidate). ย ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization, in accordance with the provisions of the ICAO service code. ย ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.ย
ย ICAO offers an attractive benefit package to its employees in accordance with the policies of theย International Civil Service Commission (ICSC). ย The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.
ย Remuneration:ย Levelย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย Net Base Salary per annum ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย G-6ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย CAD 49,278ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
ย HOW TO APPLY Interested candidates must complete an on-line application form. To apply, please visit:ย ICAO Careers website.
ย NOTICE TO CANDIDATES ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.