Field Operations Contracts Implementation Associate (2 posts)

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 2,999 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 Field Operations Section (FOS) of the ICAO’s Technical Cooperation Bureau (TCB) is responsible for the development, execution, monitoring, reporting and closure of the projects contained in the Technical Cooperation Programme (TCP). It provides advice and assistance in regards to the Safety, Air Navigation Capacity and Efficiency, Security and Facilitation, Economic Development of Air Transport, and Environmental Protection of civil aviation, in accordance with ICAO’s related Standard and Recommended Practices and Procedures (SARPs) and ICAO’s Regional Air Navigation Plans.

FOS executes the TCP under the One-Single Process approach intended to create a seamless end-to-end management of projects by enhancing its service orientation and providing greater value to Member States and stakeholders, all this, while, following the ICAO Regulations and TCB ISO 9001 procedures.

The Field Operations Contract Implementation Associate (FOS-CIA) is responsible for managing the implementation of contracts for procurement of various goods/services signed on behalf of Member States and other stakeholders in accordance with ICAO’s Procurement Code, ISO 9001:2008 Quality Management System and other applicable rules and regulations in the best interests of the Organization and Member States. The FOS-CIA is responsible for managing and for monitoring the performance of the contractor, for receiving, accepting, and approving the deliverables specified in the contract, liaising with civil aviation departments, ICAO field staff, Technical Support Unit (TSU), Procurement Section (PRO) and others involved to meet the procurement requirements of the Member States.

The post reports directly to the Field Operations Performance Officer. In this context, it is expected that the incumbent will be able to work independently on tasks assigned to her/him.

Responsibilities Function 1 (incl. Expected results) Ensures implementation and monitoring of signed contracts for the procurement of good and services funded by TCB projects, achieving results such as:

• Receive signed contracts for the procurement of various goods/services through formal handover made by Procurement Contracts Unit (PCU) for management of its implementation.
• Participate in kick-off meetings, when applicable, once the contract is signed and participate/lead progress review meetings of the contracts assigned to her/him.
• Monitor and document contract implementation including all major milestones reflecting contractual obligations and deliverables.
• Monitor procurement projects execution and termination phases, in compliance with the ICAO Procurement Code and the Technical Cooperation Bureau (TCB) ISO 9001-2008 Quality Management System, to ensure that the main purpose of each phase is achieved, and all its activities are satisfactorily completed.

Function 2 (incl. Expected results) Ensures planning and management of signed contracts for the procurement of goods and services funded by TCB projects, achieving results such as:

• Seek, on a proactive basis, compliance with the established contractual schedule.
• Plan/coordinate and liaise for meetings, inspections, progress reports, factory acceptance tests, training, final commissioning and/or hand-over of equipment/services as per the Contractual obligations.
• Follow up on the particularities of contracts assigned to her/him for the realization of the work, advise stakeholders of any deviation and participate in the development of the contingency plan, if applicable.
• Oversee adherence to terms and conditions of contract and provide support and guidance to concerned parties regarding responsibilities, contractual rights, and obligations.
• Liaise with all required parties to ensure timely shipment and custom clearance of goods.

Function 3 (incl. Expected results) Ensures timely and proper payment of invoices, achieving results such as:

• Verify and control the correctness of the invoices, fulfilment of contractual obligations and submission of proper supporting documentation, before submitting invoices for payment.
• Issue a Goods Receipt Notice (GRN) in the ERP to initiate payment of the successfully received goods/services.
• Coordinate, with the Procurement Section and ICAO Treasury, the review and analysis of the bank guarantees for correctness and monitor their validity period throughout the entire implementation of the contract.

Function 4 (incl. Expected results) Evaluates suppliers’ performance during contract implementation, achieving results such as:

• Throughout the entire life of the Contract, assess the suppliers’ fulfilment of the contracted requirements with regard to quality, delivery, timeliness, as well as all other performance indicators regarding the promised goods and/or services.
• Analyze the suppliers’ performance and provide lessons learnt, if applicable.
• Analyze the End User’s customer feedback of ICAO’s services and recommend opportunities for improvement.
• Address warranty issues to ensure their resolution.
• Provide reporting as needed on contract status.
• May participate in missions to the field when requested by Chief, Field Operations Section (C/FOS).

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

Competencies Professionalism: In-depth understanding of legal and financial aspects involved in administration of contracts. In-depth knowledge of Microsoft Office. Knowledge of ERP and project management techniques. Strong interpersonal skills and ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 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.

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: 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.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Education A diploma of college studies (DEC) or equivalent level of education in a related field is required. A first-level university degree in a related field or a recognized certificate in procurement or contract management is desirable. Project Management certification (e.g., PRINCE2, PMP) is desirable.

Work Experience At least six (6) years of experience in the administration and implementation of contracts, including legal and financial aspects of contracts is required.

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

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a valid work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of two (2) 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 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.