Associate Administrative Officer

Contract

This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be between 87,818 USD and 119,278 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 Air Navigation Bureau (ANB) is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. The Air Navigation Bureau provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. In addition, the Bureau manages the Universal Safety Oversight Audit Programme (USOAP) and Continuous Monitoring Approach that monitors all States on a continuous basis.

The Associate Administrative Officer contributes to the development of a HR customer service-oriented culture that values proactivity, continuous improvement, innovation and high performance. By translating operational needs into workforce action and individual development needs, the Associate Administrative Officer plays a critical role. The main areas of work include the implementation of HR policies, staff administration, office allocation, workforce planning, recruitment, and talent development with inclusion, diversity and gender as a cross-cutting issue. S/he monitors the ANB financial budgets and oversees and coaches General Service staff assigned to these respective 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 incumbent reports directly to the Director of the Air Navigation Bureau, and works closely with ANB Deputy Directors, Chiefs, officers of ANB, other ICAO Bureaux and Regional Offices.

Responsibilities Function 1 (incl. Expected results) Leads and coordinates administrative services for the Air Navigation Bureau, achieving results such as: - Apply and implement procedures, standards and tools in accordance with ICAO policy decisions and practices and ensure adherence to Administrative Instructions, as relevant. - Organize and manage assigned resources to provide timely and effective service delivery. - Oversee the design and implementation of procedures for compliance with ICAO HR management, procurement processes and ICT functionalities for ANB. - Manage all administrative and physical arrangements for the hybrid work environment. - Coordinate and work closely with the management team and relevant HQ units on administrative matters. - Support ANB staff in the coordination of meetings at ICAO HQ with other areas of the Organization, such as conference services and building security. - Prepare reports and correspondence, and maintain records related to administrative matters. - 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 other administrative matters. - Train staff members on general administrative matters and provide advice and administrative support. - Research administrative and financial data sources and prepare regular, analytical and ad hoc administrative information and recommendation to the D/ANB to support informed decision-making. - Propose responses to, and track the implementation of agreed internal and external audit and evaluation recommendations, as well as follow up with ANB colleagues on their appropriate implementation. - Facilitate and coordinate the effective provision and availability of office automation and ICT functionalities relevant to the work of ANB; Facilitate training sessions on any new processes to be introduced (e.g. IT self-service tools, information platforms. etc.).

Function 2 (incl. Expected results) Coordinates human resources management processes, achieving results such as: - Promote ANB compliance with ICAO HR polices and, in consultation with ADB HR, provide interpretation of rules, regulations, guidelines and principles to staff, as well as ICAO’s ethics framework, standards of conduct, and position on all forms of harassment. - In coordination with the Deputy Director, Air Navigation and Aviation Safety, prepare yearly training plan for ANB staff. - Compile and review documents related to personnel actions, coordinating with ADB HR, as required. - Monitor recruitment activities established in accordance with the ICAO HR Action Plan for the Air Navigation Bureau. Implement and keep current the HR Action Planning tool. - Ensure on-boarding, induction re-integration into the workplace and off-boarding support is provided, - Facilitate timely and effective arrangements for staff assignment and repatriation (travel, accommodation, importation of household effects) and visit of officials. - Serve as focal point on all HR-related procedural matters, in consultation with ADB HR. Act as family focal point for ANB, ensuring support and guidance to staff, during emergencies and in cases of death, in alignment with the appropriate protocols and best practices. - Provide advice to staff, in consultation with ADB HR, with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations, and ensure their proper implementation. - Prepare necessary documentation related to classification and recruitment processes, including drafts/revisions of job descriptions. - Participate in the preparation of the short list of candidates for Professional positions, coordinating with ADB HR on the scheduling of interviews. Support hiring managers in preparing interview questionnaires in coordination with panel members, ensuring compliance with existing ERP tools. - On behalf of the D/ANB, participate as an observer/chairperson during interviews for Professional positions in order to support hiring managers with the preparation of assessment reports, and obtain concurrence from the panel members. - Guide and assist staff on performance management and staff development-related matters, in accordance with ANB goals and objectives. - Contribute to the development and evolution of the ICAO People Strategy, and other relevant HR policies, procedures and guidelines. - Support change management initiatives in ICAO and manage their implementation in relation to ANB.

Function 3 (incl. Expected results) Coordinates effective and accurate execution of financial resources planning, control and management related to human resources, according to approved and proposed budgets and operating plans of the ANB, achieving results such as: - Prepare information and analytical reports and dashboards to monitor budgetary allocations in consultation with D/ANB. - Pre-certify, against the approved budget, all financial expenditures prior to presentation to Chiefs, Deputy Directors and/or D/ANB. - 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, evaluate and analyse variances between approved budgets and actual expenditures. - Follow up on Action Plans to implement agreed recommendations arising from Audits conducted in ANB. - Prepare financial statements, management reports and monthly cash reports. - Develop and advise on performance tracking procedures to facilitate ANB resource management and support the achievement of programme objectives. - 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. - Research and prepare information and reports, audit and other analytical reports and dashboards, in consultation with the D/ANB. - Prepare financial analyses and presentations to be included in information/working papers and/or briefs/reports for the ICAO Council and its subsidiary bodies. - Draft replies to queries of a financial nature for the ANB funds and collaborate on responses to the Internal and External Auditors by ensuring documentation requested is provided accurately and on time.

Function 4 (incl. Expected results) Contributes to the preparation of the Business Plan and Operating Plans, as well as working and information papers to Committees, Council and Assembly, achieving results such as: - Coordinate the preparation and scheduling of working papers and reports of an administrative nature, to the Council and monitor progress to ensure timely issuance of documentation. - Contribute to the formulation of the ANB Business Plan by providing pertinent required information and data to the Director, ANB and business process owners. - Provide support in the formulation of key performance indicators and on the interpretation of activities/services scheduled in the Operating Plan and other instruments such as the Organization’ s Strategic Objectives. - Participate in the implementation of the Operating Plan. - Review and provide input on MoUs and Agreements entered into with business partners. - Provide input on and/or prepare ANB HR related working papers for D/ANB’s review.

Function 5 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: Good knowledge of administrative and human resources policies and procedures. Ability to apply 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.

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.

Communication: 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.

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.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Education A first level university degree in business or public administration, finance, human resources, management, or in a related field is required.

Work Experience - A minimum of three (3) years of experience in administration, finance, human resources management, or a related field is required.

• Experience in procurement, Inspira, Agresso and/or other ERP systems is desirable.

• Experience in an international setting such as a UN common system organization is desirable.

  Languages Fluent reading, writing and speaking abilities in English is required. A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

  Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by 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 one (1) year (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, in accordance with the provisions of the ICAO service code (Staff Regulations).

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 49,254 USD 24,726 (*) 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.