Field Operations Associate - Reporting

This opening expired 8 months ago.

ICAO - International Civil Aviation Organization

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Application deadline 8 months ago: Sunday 15 May 2022 at 23:59 UTC

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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.

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The salary for this job should be more than 2,936 USD.

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Org. Setting and Reporting The Field Operation Section (FOS) is responsible for the development, execution, monitoring, reporting and closure of projects contained in the Technical Cooperation Programme (TCP) as well as for the implementation of other TCB products. The TCP provides advice and assistance to ICAO Member States in regards to the ICAO Strategic Objectives, in accordance with ICAO’s related Standard and Recommended Practices and Procedures (SARPs) and ICAO’s Regional Plans.

FOS executes the TCP by developing and implementing projects under the “One-Single Process” (OSP) approach, which is aligned with project management practices. The OSP consists of a seamless and results-based end-to-end methodology for the management of projects by enhancing its service orientation and providing greater value to Member States and stakeholders. All this, while ensuring its adherence to ICAO policies and regulations and TCB Quality Management System (QMS) certified under ISO 9001:2015.

The Field Operations Section (FOS) is comprised of two Units that develop, implement and close projects, one Unit for Africa and Asia (APA) and another Unit for Americas, Europe and Middle East (AME). The incumbent will directly support the Head of Unit in analysing and elaborating regular reports related to the project cycle, and FOS planning, in close collaboration with Field Operations Officer(s). The incumbent will work with a high level of independence and minimal advice from the Head of Unit to whom she/he will report to.

Responsibilities Function 1 (incl. Expected results) In support of the corresponding Head of Unit, maintains databases, analyses data and develops draft reports related to projects and the programme as well as regular FOS activities, achieving results such as: - Maintain, extract and analyse information from FOS databases regarding project development, implementation and project closure. - Maintain, extract and analyse information from FOS databases regarding FOS activities described in the FOS Operating Plan. - Maintain, extract and analyse information from FOS database related to Key Performance Indicators (ISO, TCB Operating Plan, etc.). - Monitor and report on the implementation of the FOS Operating Plan, raising flags of delays and recommending mitigation measures. - Collect FOS' inputs for ad-hoc reports (e.g. MARB States, State briefings, PRC, SAFE Funds and AVSEC Funds, etc.). - Participate in FOS data harmonization exercises to ensure the smooth and timely submission of FOS reports. - Elaborate periodic reports on the status of on-going recruitment requests, analysing the information to propose the Head of Unit prioritization criteria. - Regularly prepare and submit to FOS Officers and Field Project Officers periodic and ad-hoc financial Agresso reports for monitoring purposes.

Function 2 (incl. Expected results) Provides support to the Head of Unit in the continuous improvement of the section and quality assurance function, achieving results such as: - Support Field Operations Officers in improving the management of Direct Purchase Requisitions. - Promote among Field Operations Officers and General Staff the evolution of FOS ISO Procedures, elaborating drafts for new or modifying current FOS ISO Procedures. - Liaise with the FOS focal point to ensure timely completion of mandatory rephasing of project budgets. - Participate in relevant meetings organized by the Unit Head, drafting meeting minutes and monitoring compliance with agreed activities. - Support the Unit Head in identifying issues preventing the smooth implementation of projects. Under the Head of Unit‘s guidance, draft documents proposing solutions to identified problems. - Participate in Lessons Learned exercises organized by the FOS focal point, promoting these activities for continual improvement among FOS staff and monitoring agreed action plans assigned to FOS. - Serve as a Focal Point for FOS on issues related to Quality Management, by updating the information in the TCB Risk Register, in coordination with the Heads of Unit.

Function 3 (incl. Expected results) Under guidance from the Unit Head, supports business processes (BPs) implementation within FOS, achieving results such as: - Support the optimization of FOS business processes based on reports and findings. - Analyse how changes in TCB-ISO procedures affect BPs, making recommendations and coordinating required adjustments to ensure ISO compliance. - Analyse relevant reports (e.g. EAO, external audit, JIU, etc.) to identify opportunities for improving operations, making recommendations and coordinating required adjustments to BPs. - Assist in the administrative related tasks for BPs implementation. - Ensure that pertinent BPs information is recorded and uploaded on the related web portals and Share Point.

Function 4 (incl. Expected results) Provides support to Field Operations Officers in the development, start-up, implementation and closure of projects for the States/Organizations, achieving results such as: - Draft emails and letters related to new requests from States, and replies to States in regards to new Agreements/Project Documents; Monitors Agreements/Project Documents to be signed, flag delays, and recommend appropriate solutions to overcome identified deficiencies. - Coordinate the provision of inputs to develop project budgets, work plans and schedules with Units/Sections within TCB. - Draft and circulate Notes for File and Handover Notes. - Create new projects in the ERP. - Process requisitions for goods and services and direct purchase orders in the ERP, in accordance with ICAO Procurement Code. - Draft, circulate for approval, and send Agency Services Requests to field project teams to pay direct purchase orders. - Initiate fellowships requisitions in the ERP. - Raise recruitment requests for international experts in E-Recruiter, ensuring follow-up and raising flags to delays in the deployment of experts. - Liaise with the Field Personnel Section (FPS) to ensure timely payment of locally recruited personnel. - Coordinate project related travel and administrative arrangements for the issuance of tickets and daily subsistence allowances, and follow up with stakeholders until completion. Verify travel claims to ensure completeness and accuracy of missions. - Assist in the analysis of quarterly project financial statements to ensure pertinence of financial records, proposing adjustments as necessary. - Follow up on the availability of funds to implement projects and inform Field Operations Officers. - Draft project revisions and send for approval, ensuring completion of signature process within ICAO and send signed documents to the States. - Assist in the periodic maintenance of project budgets to ensure proper analysis of expected implementation. - Prepare payment requests, and follow up to ensure completion of requests; draft and send emails to acknowledge receipt of contributions. - Ensure proper documentation and records of project’s activities following TCB Procedures.

Function 5 (incl. Expected results) Provides administrative support to aspects of FOS’s work, meetings and seminars, achieving results such as: - Assist the Head of the Unit in the organization of coordination meetings within the Unit. - Draft and type correspondence, emails and documents upon the Unit Head’s request. - Under the Unit Head’s guidance, draft job descriptions for new FOS staff. - Assist in the administration and arrangements for seminars, workshops, etc. - Prepare general correspondence including memoranda and reports to the field and other Sections, as required, on a timely basis. - Collaborate with the IRIS team and other relevant entities in the implementation of ERP functions. - Support, upon request, the development and implementation of TCB’s products and services (i.e. projects, IPAV, GAT training packages, and others) as well as participating in their enhancement, when necessary.

Function 6 (incl. Expected results) In support of the corresponding Head of Unit, maintains databases, analyses data and develops draft reports related to any new TCB product and services such as Implementation Packages (iPacks), achieving results such as: - Coordinate with FOS Project Managers to collect and communicate the changes in the implementation activities, reflecting the information in pivot tables, reports, graphics and diagrams that support comprehensive reports for iPacks audiences. - Support, upon request, the development and implementation of iPacks as well as participating in their enhancement, when necessary. - Collect ICAO Bureaus’ inputs for global reports on iPacks. - Collaborate with internal stakeholders to collect, verify, analyse and communicate the information required for the strategic planning of the new products and services. - Coordinate the integration of reporting tools such as excel, JIRA, Confluence, easyBI or any other software, to ensure the accuracy and availability of the information across technologies. - Contribute to build Business Cases and Pricing Models under the cost-recovery principle for the new product or service. - Monitor the resources received for the products and services in compliance with the ICAO pricing policy and the ICAO financial regulations to ensure the proper funding of deployment activities, the recovery of expenditures and the collection of the overhead (when applicable).

Function 7 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: In depth knowledge of Microsoft Office Suite and Jira. Good drafting skills of documents and emails; sound knowledge in project management techniques; knowledge of ICAO TCB Programme and familiarity with ISO 9001 Quality Management System; 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.

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.

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.

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.

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.

Education A diploma of College Studies (DEC) or equivalent level of education is required. Additional training in business administration, project management or related field is desirable.

Work Experience - A minimum six years of experience providing administrative support in a project management environment is required.

  • Extensive experience in the use of IT tools (Suite Office in Microsoft, advance excel – pivot tables, look-up tables, VBA, macros, dashboards, advance charting) is required.

  • Work experience within an international organization or government is desirable.

    Languages Fluent reading, writing and speaking abilities in English is required. A working knowledge of any of the following languages 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 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 an initial period of one year.

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 (G-6) Net Base Salary per annum (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.

Added 9 months ago - Updated 8 months ago - Source: careers.un.org