Associate ERP Procurement Officer
Org. Setting and Reporting
This position is for a project of limited duration. The initial period of the contract is of one (1) year, with the possibility of extension subject to the continuation of the project and availability of funding. The International Civil Aviation Organization (ICAO) sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security and environmental protection. To that effect, ICAO is a knowledge-based organization engaged in the development of intellectual property. The Information and Communication Technology Section (ICT), under the management of the Chief, ICT Section (C/ICT), is a service provider, which plans, acquires or develops and manages the organization’s enterprise applications and systems. Key activities of the Section include the establishment of core infrastructure and network services; software development and support for enterprise applications; Enterprise Architecture and Project Management; Enterprise Resource Planning (ERP) system support, Web management as well as Regional Offices (RO) support. ICAO is currently implementing several Digital Transformation signature projects. Digital Transformation encompasses all aspects of the Organization’s work, activities, and operations. Modernizing the Organization will facilitate its ability to leverage alternative opportunities while broadening its support to Member States at the same time. It will also enable the Organization to keep abreast of technological development, adopt emerging technologies and act as a catalyst for its stakeholder communities to understand and follow its path. Under the Finance section, the Enterprise Resource Planning and Project Portfolio Management (ERP/PPM) signature project, part of the overall Digital Transformation plan, is focused on creating “the backbone” for the enterprise systems portfolios. Encompassing many functions from portfolio management, payroll, and procurement, providing an integrated view of ICAO’s projects including financials, KPIs, and outcomes. Reporting to the Digital Transformation ERP Project Manager, the incumbent will be working in a team environment with business and technical resources, as well as third party vendors on the ERP/PPM project and possibly other Digital Transformation projects.
Function1 (incl. Expected results) Provides advice on the procurement component of the ERP system, achieving results such as: • Analyze and evaluate the finance workflows, processes and systems within the organization and recommend changes to enhance efficiency and effectiveness. • Provide guidance and support to procurement users on system functionality, processes and procedures. • Assist in the development and maintenance of training materials and training delivery to procurement users. • Work closely with the ERP team to ensure that procurement requirements are integrated into the ERP system. Function 2 (incl. Expected results) Participates in ERP system implementation and upgrades, achieving results such as: • Provide input into the design and testing of the procurement component of the ERP system. • Assist in the development of use cases related to the procurement component of the ERP. • Review and test system changes related to procurement to ensure accuracy and completeness. • Collaborate with other subject matter experts to ensure system testing, integration, and data consistency. • Ensure that procurement reports and analytics are accurately reflected in the system. • Support the change management process and communicate changes to procurement users. • Oversee and perform tests, follow up with SMEs as needed, and track the recording of test results (elaborate details). Function 3 (incl. Expected results) Provides ongoing support for the procurement component of the ERP system, achieving results such as: • Investigate and resolve procurement system issues reported by users. • Monitor system performance and data quality to ensure accuracy and reliability. • Identify opportunities for system improvements and recommend changes as needed. • Ensure compliance with internal control policies and procedures related to procurement. Function 4 (incl. Expected results) Collaborates with stakeholders to ensure effective use of the procurement component of the ERP system, achieving results such as: • Work with procurement management to define and implement processes and procedures related to the ERP system. • Collaborate with other departments to ensure that procurement data is integrated and consistent across the organization. • Build and maintain positive relationships with key stakeholders, including IT, HR, and other business units. • Act as a liaison between procurement and IT to ensure that requirements are accurately reflected in the system. • Provide advice and support on the use of the procurement component of the ERP system. Function 5 (incl. Expected results) Participates in ERP procurement activities and deliverables, achieving results such as: • Participate in special projects related to procurement or ERP systems as assigned. • Provide support to other ERP system components as needed. Function 6 (incl. Expected results) Performs other related duties, as assigned.
Professionalism: Strong analytical skills and ability to make data-driven recommendations for improvement. Excellent communication skills, including the ability to explain complex technical concepts to non-technical stakeholders. Ability to work effectively in a team environment and collaborate with diverse stakeholders. 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. 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; 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. 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.
Essential: • A first-level university degree in procurement, business administration, or in a related field. Desirable: • An advanced level university degree (Master’s Degree or academic equivalent) in business administration, or in a related field.
Job - Specific Qualification
• A minimum of three (3) years of relevant work experience in procurement, is required. • A minimum of three (3) years of experience working with ERP systems, is required. • Experience in a project management role, is desirable.
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).
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This position is for a project of limited duration. The initial period of the contract is of one (1) year, with the possibility of extension subject to the continuation of the project and availability of funding. 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 1 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, in accordance with the provisions of the ICAO service code. 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 Net Base Salary per annum + Post Adjustment (net) per annum(*) USD $50,377 + USD $24,080 (*) 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.
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.
This vacancy is now closed.
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