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Resource Management Assistant – VEM


  • Organization: ICAO - International Civil Aviation Organization
  • Location: Montreal
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Environment
  • Closing Date: Closed

Result of Service

The Resource Management Assistant reports directly to the Projects, Systems and Registration (PSR) sub unit Team Lead who assigns tasks, decides on priorities and projects, budget and procurement matters. In addition to working with VEM staff, the incumbent also works closely with Finance, Procurement and the Office of the Director of the Bureau of Administration and Services (D/ADB).

Work Location


Expected duration

It should be noted that this consultancy is to be filled for an initial period of 6 months with a possibility of an extension. This is a full-time position.

Duties and Responsibilities


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 order to serve all stakeholders of the world aviation community.

The Venue and Event Management (VEM) Unit of ICAO is committed to client satisfaction, fulfillment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable venue and event management services. We are committed to fulfill legal and standardization requirements to protect the environment, eliminate occupational health and safety hazards and risks for the prevention of work-related injury and ill health. By consulting with and encouraging the participation of our staff, the continuous improvement of the Quality, Environment, Occupational Health and Safety (QEHS) Management System is ensured. VEM conforms to the requirements of International Standards ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 20109:2016, ISO 2603:2016, ISO 22259:2019, ISO/PAS 24019:2020, and ISO 20108:2017.


Function 1 (incl. expected results)
Contributes to the management, assignment and monitoring of tasks related to resource management, as well as ensuring their timely completion, achieving results such as:
• Provides support in order to facilitate the completion of tasks assigned by setting deadlines and monitoring the progress of task completion, including by efficient utilization of task management tools.
• Compiles input and replies for assigned tasks and assists in the preparation of draft documents for review and approval.
• Liaises and provides proactive support to VEM Staff on resource management related tasks, often under tight deadlines.
• Researches, compiles, analyses, and summarizes statistical tasks on resource management-related topics; escalates issues. Liaises with Human Resources Sections, Finance Branch and Procurement Section in arranging administrative procedures and documentation.
• Establishes a system of internal databases to effectively monitor and manage data and relevant information, files and records appropriately; prepares inputs for a wide range of documents, reports and correspondence; supports the preparation of documentation for procurement, budget allotments and resource management.

Function 2 (incl. expected results)
Conducts procurement activities, achieving results such as:
• Acts as procurement associate: procurement of equipment and services and contract management (including the preparation and filling of documentation).
• Raises purchase requisitions, issues and monitors purchase orders. Processes goods receipt notes.
• Places orders of goods and services; Follows-up on delivery dates; Requests the corresponding invoices; Collects confirmation of goods received from clients/users.
• Processes the invoices and follows up on timely payment of invoices.
• Follows-up on projects status, contracts and payment of invoices.
• Supports management of contacts with suppliers and ensures timely payment of invoices.

Function 3 (incl. expected results)
Assists in the preparation of Budget and Financial plans and reports, achieving results such as:
• Prepares budget analysis, estimate and projection reports when necessary.
• Prepares triennial and annual budget estimates as required, together with related documentation and supporting data.
• Advises on, and coordinates the preparation of operational and financial plans with managers and consolidates all proposals, ensuring justifications and explanations are valid, proposing alternatives and coordinating reviews, as necessary.
• Provides assistance to managers on the budget preparation process.
• Attends and participates in meetings related to budget management and prepares all required pertinent budgetary reports for discussions and presentation.
• Reviews and analyses budget variances and prepares revised financial forecasts based on historical data and new proposed projected expenses as necessary.
• Prepares monthly and quarterly performance reports for management review.
• Ensures the design of reports reflects progress by Strategic Objectives with respect to results stated in the budget and the Operating Plan.
• Produces financial statements and corresponding notes in audited ICAO financial statements.
• Ensures complete and accurate representation of fund accounts on month-end reports and year-end financial statements.
• Develops improved system generated reports in collaboration with Agresso Business Support staff and relevant sections.
• Coordinates and compiles key performance indicators to monitor programme implementation at all stages and to ensure work is proceeding according to established plans.
• Coordination and preparation of monthly report.

Function 4 (incl. expected results)
Supports event resource management, achieving results such as:
• Prepares and manages meetings budget allotments including meeting related mission travel allotments when required.
• Processes the invoices and follows up on timely payment of invoices.
• Monitors budget allocations for events.
• Prepares event services related purchase orders.
• Manage and process TAXI/Parking requests for events.
• Provide support and guidance to VEM employees in regards to procurement forms and processes.

Function 5 (incl. expected results)
Assists project management activities, achieving results such as:
• Supports projects and assists Project Managers and Senior Users on the day-today project stages, including design, analysis, development and deployment.
• Simplifies and consolidates processes for service requests, in order to propose a unified process (entry point) for clients
• Defines and collects requirements, identifies and suggests possible solutions, integrates stakeholders’ needs and expectations during the planning phase of projects.
• Prepares documentation for projects (Terms of reference, business cases, proposals and procurement related forms).
• Supports green and sustainable meeting projects if required.
• Completes assigned projects keeping the deadline and budget in mind.

Function 6 (incl. expected results)
Performs other duties as required:
• Drafts documentation related to budget and resource management activities.
• Drafts summaries/minutes of meetings on resource management aspects.
• Liaises and interacts with officials from all levels, including representatives from Delegations, Member States and others.
• Performs any other duties and administrative tasks that maybe assigned from time to time.

Qualifications/special skills

Professionalism: Strong verbal and written communication skills and clear articulation of complex issues and problem-resolution skills a must. 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.

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: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within the 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 the client.

• Strong knowledge of resource management activities, practices and procedures. Demonstrated knowledge in the use of comprehensive enterprise resource planning (ERP) systems. Good knowledge of the formulation, implementation and monitoring of key performance indicators and knowledge of all aspects of programme performance reporting and monitoring.

• Strong computer skills and extensive knowledge of MS Office. Knowledge in advanced statistical, project and performance management software is an asset. Certification in PRINCE2, or similar is desirable. Ability to research a subject thoroughly and to develop a clear and logical presentation of ideas. Strong coordination and communication skills, initiative and proactive approach to tasks. Sound judgement, thoroughness, accuracy, attention to detail and flexibility.

• At least two years of relevant experience in the field of public or private administration.
• Experience in and understanding of the international environment and dealing with sensitive and confidential matters.

• Experience within ICAO or UN environment would be an advantage.

• Fluent reading, writing and speaking abilities in English.

• Knowledge of any of the following languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

Additional Information

Please note that the daily rate for Band A starts at $186.

No Fee


This vacancy is now closed.
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