Administrative Associate

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,986 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results-based management skills and tools to support the Organization in implementing its strategic objectives. In particular, the Bureau is responsible for the coordination and administration of the following administrative and management services: - human resources management, involving the development and implementation of human resources policies, recruitment, placement, promotion, development and performance management, as well as the administration of salaries, conditions of service, and social security provisions, including pension and insurances, applicable to Headquarters and Regional Office staff; - information, communication and technology services, involving the development and implementation of policies for the modernization of the Organization’s computer applications and systems and the introduction of integrated information management systems with a view to improving the efficiency and effectiveness of the Organization’s business processes; - language and publications services, including interpretation, translation, editorial and reference/terminology services, as well as web, library, document control, and registry management services, and involving the use of six working languages (Arabic, Chinese, English, French, Russian, Spanish); - building management and conference services, including the provision of office services, supplies, equipment and furniture, as well as the planning and coordination of arrangements for conferences; - information security, involving the protection of ICAO’s electronic information resources and computing and networking infrastructure; - procurement management in support of ICAO’s Corporate and Technical Cooperation programmes; - secretariat services for the ICAO Assembly and Council; and travel services.

The Administrative Associate will provide back-up support in the Office of the Director, ADB. S/He reports directly to the Resource Management Associate with whom s/he regularly consults on complex issues. The Director of the Bureau and the Programme Management Officer will provide instructions on special tasks.

Responsibilities Function 1 (incl. Expected results) Supports the resource monitoring of financial and human resources for all Sections of the Bureau of Administration and Services, achieving results such as: - Assist in monitoring the status and usage of financial and human resources of the Bureau through the Organization’s enterprise resource management system. - Assist in providing monthly reports on the budgetary status of each Section of the Bureau including the regular programme budget and related funds; compile information on other funding sources such as the Ancillary Revenue Generation Fund compiled; assist in the drafting and compilation of standardized, annual and triennial budgets of ADB according to budget guidelines; periodic budget revision and facilitation of appropriate resource allocation; trends evaluated and make necessary recommendations. - Prepare monthly reports on projection of vacancies and summary status of vacant posts in ADB Sections; follow-up on recruitment actions; Human Resources Action Plans (HRAP) for ADB compiled and analysed; list of ADB consultants, secondees, interns, retirements and succession plans monitored. - Ensure consistent application of appropriate rules, administrative instructions and procedures in the field of resource management, including applicable Resolutions, Council decisions, audit recommendations and other instructions that affect operations of the Bureau; effective assistance and advice provided to ADB Sections to comply with such requirements. - Monitor expenditures and compares with approved budget; prepares adjustments as necessary. - Research, compile, analyse, and summarize statistical tasks on resource management-related topics; escalate issues to the Administrative Officer; liaise with Human Resources Sections, Finance Branch and Procurement Section in arranging administrative modalities.

Function 2 (incl. Expected results) Provides support in compiling, monitoring and tracking of Operational Plans and Key Performance Indicators of all Sections of ADB, achieving results such as: - Compile Sections’ Operational Plans, ensuring timely and standardized submission; review, appraisal and revision of submissions, as necessary, to ensure compliance with guidelines and Bureau objectives; problems/issues identified and follow-up actions initiated with Section Chiefs. - Monitor milestones according to operational plans and compilation of monthly performance status reports of all Sections for submission to the Director; monitoring checklists designed and implemented to identify stages of performance; variety of periodic and ad hoc reports, statistical tables, graphic content and other background materials/notes generated to facilitate reviews; follow-up actions initiated as required. - Coordinate and compile key performance indicators to monitor programme implementation at all stages and to ensure work is proceeding according to established plans; assistance to Section Chiefs in the formulation of key performance indicators and on the interpretation of activities/services scheduled in the Sections’ Operational Plans and other instruments such as the Organization’s Strategic Objectives and the Bureau’s Operational Plan.

Function 3 (incl. Expected results) Assists in monitoring status and facilitates completion of tasks and recommendations of internal and external audits as well as Joint Inspection Unit related to activities in all Sections of ADB, achieving results such as: - Assist in liaising with the Evaluation and Internal Audit Office (EAO), the External Auditor as well as the Joint Inspection Unit; coordinate follow-up actions on correspondence, tasks and requests related to audits and evaluations, including providing support in preparing draft Action Plans emanating from audit reports on ADB. - Assist in tracking status of recommendations assigned to the Bureau and different Sections using online tracking tools; and assistance provided to Section Chiefs to complete tasks in a timely and complete manner. - Prepare and participate in quarterly meetings with EAO and ADB meetings with the External Audit Advisory Committee (EAAC) and according appropriate follow-up.

Function 4 (incl. Expected results) Provides advice and guidance to Professional and General Service staff of the Bureau of Administration and Services on administrative procedures, achieving results such as: - Act as focal Point for all administrative, operational and procedural matters within the Bureau. Provide administrative guidance and training to Professional and General Service staff of the Bureau, where required. - Compile and draft operating procedures and written administrative guidelines/procedures, reporting requirements, correspondence standards, templates and working arrangements specific to the Bureau of Administration and Services. - Keep abreast of the provisions and amendments to ICAO administrative and management regulations, rules, policies and procedures; inform Sections and facilitate correct and consistent application.

Function 5 (incl. Expected results) Performs other duties in the Office of the Director, achieving results such as: - Draft documentation related to ADB budget and resource management activities. - Draft summaries/minutes of meetings on resource management aspects chaired by D/ADB. - Liaise and interact with officials from all levels, including representatives from Delegations, Member States and others, according them appropriate treatment. - Provide support in the efficient follow-up on messages received in the ADB inbox.

Function 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: Identify key issues quickly, gather relevant information, consider positive and negative impacts, check assumptions against facts and make sound recommendations when necessary. Strong knowledge of resource management activities, practices and procedures. 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.

Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently. 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.

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; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education Essential: - Diploma of college studies (DEC) or equivalent in management, business administration, financial management, statistics, social sciences, or a related field.

Desirable: - Additional training or certification in public or business administration, statistics or a related field.

Work Experience - At least six years of experience in administration, office management, financial management, or related field is required

• Demonstrated use of comprehensive enterprise resource planning (ERP) systems is required

• Experience in and understanding of the international environment and dealing with sensitive and confidential matters is desirable.

  Languages Essential Fluent reading, writing and speaking abilities in English.

Desirable A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, and Spanish).

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

Special Notice Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit. It should be noted that this post is to be filled on a fixed-term basis for a period of one year (first year is probationary for an external candidate) and is not subject to renewal. 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. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations). 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 Net Base Salary per annum G-6 CAD 44,077

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.