Associate Administrative Officer.P2

Job Opening

Posting Title: Associate Administrative Officer, P2

Job Code Title: ASSOCIATE ADMINISTRATIVE OFFICER

Department/Office: International Civil Aviation Organization

Duty Station: MONTREAL

Posting Period: 25 June 2021 – 26 July 2021

Job Opening Number: 21-Administration-ICAO-158365-R-Montreal (R)

Staffing Exercise N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Global Aviation Training (GAT) Section, Technical Cooperation Bureau (TCB) is responsible for the planning, management and coordination of all ICAO aviation training activities ensuring the efficient, effective and harmonized implementation of the ICAO Training Policy and response to training needs of Member States, international and regional organizations, aviation industry and other partners. GAT is the ICAO focal point of contact for all training and associated activities. It comprises three units: Training Operations (TOP), Training Assessments and Consultancy (TAC) and Training Design and Development (TDD).

Within this context, the Associate Administrative Officer oversees activities related to personnel, administration, finance, procurement, ICT, and building and equipment management and maintenance.

The incumbent will report to the Chief, Global Aviation Training Section (C/GAT) on complex administrative issues and to the Director, TCB (D/TCB) on financial management aspects as well as TCB human resources management aspects. In addition, s/he works closely with other ICAO managers and officers of the GAT Section, other sections within TCB, and other ICAO Bureaux and Regional Offices. The incumbent directly supervises all General Service staff assigned administrative duties. The supervisory responsibility includes administrative supervision, coaching and training if necessary, as well as performance evaluation, delegation and distribution of tasks and decision on priorities. The GAT Section operates on a full cost recovery basis and the post manages annual revenue and expenditure estimation, allocation and recording in the range of millions of Canadian Dollars (CAD).

Responsibilities

Function 1 (incl. Expected results)

Coordinates and supervises administrative services for the GAT Section, achieving results such as:

• Advise and support the C/GAT and D/TCB on all administration matters in full compliance with rules, regulations, policies and strategies.
• Oversee the General services, FIN, Procurement processes, and ICT functionalities for the GAT Section.
• Apply and implement procedures, standards and tools, in accordance with ICAO policy decisions and practices. Recommend improvements to such procedures, standards and tools.
• Organise and manage assigned resources to provide timely and effective service delivery.
• Manage all administrative and physical arrangements for office events (i.e., meetings, conferences, seminars and workshops, etc.), including preparation of budget estimates/control, travel and accommodation, supplies, installation, maintenance of conference equipment and facilities.
• Coordinate and work closely with the GAT Section team and relevant HQ units on administrative matters.
• Prepare reports and write correspondence, and maintain records related to administrative matters.
• Contribute to administrative business processes mapping and elaboration of internal standard operating procedures (SOPs), recommending enhancements resulting in performance gains.
• Research administrative and financial data sources and prepare regular, analytical and ad hoc administrative information and recommendations to the C/GAT to support informed decision-making.
• Contribute to the management, assignment and monitoring of tasks related to resource management, as well as ensuring their timely completion in coordination with C/GAT.
• Develop proposals and implementation of cost saving and reduction strategies in consultation with the C/GAT.
• Ensure adherence to Administrative Instructions on records management, event management, meetings and all other instructions related to the implementation of the ICAO Civil Aviation Training Policy, Training Pricing Policy, Scholarship and other GAT programmes.
• Plan and implement control mechanisms for administrative services and the maintenance of administrative control records.
• Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Draft correspondence and elaborate 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 GAT’s office space.
• Propose responses to and track the implementation of agreed internal and external audit and evaluation recommendations, as well as follow-up with GAT and TCB colleagues on appropriate implementation thereof.
• Coordinate and supervise staff and prepare administrative team results-oriented work plans.
• Train staff members on general administrative matters; and provide advice and administrative support. Brief staff across ICAO Regions involved in the delivery of GAT Section training or other activities, on GAT Section expectations and processes.

Function 2 (incl. Expected results)

Coordinates human resources management processes for TCB, achieving results such as:

• Promote TCB compliance with ICAO human resources policies, interpret HR related rules and guidelines and formulate guidance for TCB, as needed.
• Participate in the preparation of the short list of candidates for TCB general staff positions; coordinate with HR the scheduling of interviews. Elaborate and prepare interview questionnaires in coordination with panel members.
• Act as focal point on TCB human resources-related matters and maintain liaison with ICAO HR.
• Monitor and ensure the timely implementation of HR actions for TCB e.g., staff renewals, consultancy contracts, timesheets and attendance, including the use of HR systems such as e-recruiter and PACE. Approve documentation and coordinate with Human Resources, Finance, Budget and Units within TCB actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring timely implementation and consistency in the application of ICAO rules and procedures.
• Plan, compile, write and analyse Human Resources Action Plans (HRAPs) for TCB and monitor their implementation; follow up on recruitment actions; consolidate and maintain databases on HR matters, initiate HR transactions as needed to meet TCB HR resources requirements.
• Prepare necessary documents and forms related to classification and recruitment, write related justifications in consultation with responsible managers.
• Monitor overall status of human resources in TCB; prepare analytical reports on projections of upcoming vacancies and summary status of vacant posts, including tracking of mandatory vacancy rates; monitor status of consultants, secondees, interns, upcoming retirements and succession plans. Recommend solutions to resolve issues and facilitate smooth programme delivery.
• Advise and assist TCB staff in respect of performance management and staff development-related matters.
• Monitor and track funding sources for personnel allocations as well as overall staff costs of the GAT Section in accordance with applicable rules and regulations.
• Prepare training needs assessment for TCB in coordination with Section Chiefs and Senior Management.
• Plan and develop the annual TCB staff training plan aligned with training needs assessment.
• Develop, implement and manage a mechanism to track, monitor, and evaluate workshops and courses conducted for TCB staff in the yearly training plan. Evaluate results and recommend improvements for subsequent plans.

Function 3 (incl. Expected results)

Coordinates effective and accurate financial resources planning, control and management, according to approved and proposed budgets and operating plans of the GAT Section, achieving results such as:

• Prepare the annual and triennial budget proposal for the GAT Section, ensuring alignment with medium and longer-term programme objectives.
• Research and prepare information and reports, audit, sales and other analytical reports and dashboards in consultation with D/TCB.
• Review and control all proposed payments entered in the ERP financial system to ensure that duly authorized vouchers support them and that they are in accordance with ICAO rules and regulations and IPSAS.
• Develop, implement and advise on cost-recovery mechanisms for the GAT Section services provided to projects and other stakeholders, including ensuring preparation of pro-forma invoices.
• Administer and plan financial implementation of GAT responsibilities concerning training, technical cooperation, technical assistance and voluntary contributions programmes.
• Execute, process and follow up on administrative and financial implementation with regards to substantive external funding for capacity building projects and voluntary contributions programmes, including compliance to the terms of the associated agreements and understandings as well as the reporting requirements of funding agencies.
• Along with the C/GAT and D/TCB, approve and authorize all operational transactions through the interpretation and determination of applicable policies, procedures, rules and regulations.
• Pre-certify all financial expenditures prior to presentation to C/GAT, Deputy Director and/or D/TCB.
• Monitor and control budgetary allocations, identifying deviations from plans, proposing corrective measures and adjustments and resolving identified deficiencies as necessary.
• Review and make recommendations with respect to the finalization of analytical budget performance reports, evaluating and analysing variances between approved budgets and actual expenditures.
• Follow up on Action Plans to implement agreed recommendations arising from Audits conducted in the GAT Section.
• Prepare financial statements, management reports and monthly cash reports.
• Contribute to the development of and draft business cases, recommend arguments for inclusion and gather stakeholders’ expectations for GAT projects and courses.
• Monitor and advise the C/GAT & D/TCB on the financial status of projects and activities (including pending and approved budgets; funds confirmed but not yet available for expenditure; funds available for expenditure and funds already expended) through monthly reports.
• Develop and advise on performance tracking procedures to facilitate GAT/TCB resource management and support the achievement of programme objectives
• Develop, implement and manage a mechanism to track/monitor annually planned procurement actions (procurement list).

Function 4 (incl. Expected results)

Contributes to the development and delivery of the GAT Section Training Portfolio and assists in the preparation of Business Plan and Operating Plans, as well as working and information papers to Committees, Council and Assembly, achieving results such as:

• Develop and prepare financial analyses and presentations to be included in information/working papers and/or briefs/reports for the ICAO Council and its subsidiary bodies such as the Technical Cooperation Committee (TCC) and Finance Committee (FIC).
• Participate in the formulation of the GAT Business Plan by providing pertinent required financial information and data to C/GAT, D/TCB, and business process owners, in line with the objectives of the ICAO Training Policy and the sustainability of the TRAINAIR PLUS Programme, as well as continuously enhancing services to existing members.
• Provide substantive support in the formulation of key performance indicators and on the interpretation of activities/services scheduled in the Sections’ Operating Plan and other instruments such as the Organization’ s Strategic Objectives and the Technical Cooperation Bureau’s Operating Plan.
• Participate in the implementation of GAT’s Operating Plan.
• Review and conduct cost/benefit analysis of business cases for new products and services in conjunction with C/GAT and D/TCB by preparing profitability analyses of projects.
• Identify sustainable GAT Fund revenue streams within existing and potential clients and make recommendations to the C/GAT and D/TCB.
• Monitor new projects through their lifecycle against revenue and cost projections in order to track their performances.
• Review and provide input on MoUs and Agreements entered into with business partners.
• Write replies to queries of a financial nature for the GAT fund and collaborate on responses to the Internal and External Auditors by ensuring documentation requested is provided accurately and on time.

Function 5 (incl. Expected results)

Facilitates and coordinates the effective provision and availability of office automation and ICT functionalities, achieving results such as:

• Facilitate the availability of automation tools and new technologies relevant to the work of the Section.
• Ensure necessary resources are in place for the effective functioning of ICT systems and the provision of appropriate service desk support.
• Follow up on the provision of timely service desk support in relation to information systems queries and requests.
• Facilitate training sessions for any new processes (e.g. self-service tools, information platforms, etc.) to be introduced.
• Keep track of and report on progress of ICT-related issues, flag delays and suggest appropriate solutions, where possible.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various ICAO administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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.

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: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ 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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ 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; s credit for team accomplishments and accepts joint responsibility for team shortcomings.

Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly

Education

Essential

A first-level university degree in business or public administration, social sciences, education, or in a related field.

Work Experience

Essential

• A minimum of three (3) years of progressively responsible experience in administration, finance, procurement, human resources management, training or in a related field.

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Desirable

• Experience preparing financial, HR and administrative reports, analysis and information documents to donors, management and governing bodies.
• Experience in training activities, practices and procedures, and of all administrative aspects of the Organization.
• Experience in the use of Aviation Training and Capacity Building terminology.
• Experience with Enterprise Resource Planning systems.
• Experience with training management software.
• Experience using the latest information technology (IT) software applications, including Microsoft Word, Excel, PowerPoint, and SharePoint.
• Related experience within an international organization or a government.

Languages

Essential

Fluent reading, writing and speaking abilities in English.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of two years (first year is probationary for an external candidate).

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 within the duty station.

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.

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

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.

Remuneration: Level P-2

Rate: Net Base Salary per annum+Post Adjustment (net) per annum(*)

USD $ 48,805+USD $ 25,330

(*) Post Adjustment is subject to change.

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.