Field Operations Associate
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 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 (QSM) 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, in close collaboration with Field Operations Officer(s), is responsible for providing the correct and timely support in the development, implementation, and closure of assigned projects in Americas Region. The post reports directly to the assigned Field Operations Officer.
Function 1 (incl. Expected results)
Provides support to Field Operations Officers in the starting up of projects for the States/Organizations, achieving results such as:
• Draft and send e-mails and letters related to new requests from State, and reply to States confirming the approved or suggested changes to Agreements/Project Documents.
• Coordinate the provision of inputs to develop work plans and schedules with Units/Sections within TCB.
• Coordinate with BSS the development of project budgets.
• Monitor Agreements/Project Documents to be signed, flag delays, and recommend appropriate solutions to overcome identified deficiencies.
• Circulate for approval draft documents and agreements, ensuring completion of the signature process within ICAO and send signed documents to the States.
• Draft and circulate Notes for File and Handover Notes.
• Create new projects in Agresso, coordinating with the pertinent Units/Sections within TCB the relevant information (e.g. project fund number and customer ID).
• Upload newly signed project documents in Share Point.
• Collect technical and financial information on projects under development to contribute to FOS reporting (pipeline, expected implementation, State briefings, and statistics on projects under development).
• Ensure proper documentation and records of project’s development activities following TCB Procedures.
Function 2 (incl. Expected results)
Ensures the logistics and resource allocation for project initiation and implementation, achieving results such as:
• Provide guidance to project team members on the ICAO-TCB policies and procedures to process project requests (local and international recruitment, local and international missions, local and international procurement, fellowships, etc.).
• Process requisitions for goods and services and direct purchase orders in the ERP Agresso, in accordance with ICAO Procurement Code.
• Draft, circulate for approval, and send Agency Services Requests to field project teams to pay direct purchase orders.
• Raise recruitment requests for international experts in Enterprise Corporate System, ensuring follow-up and raising flags in respect 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.
• Under the guidance of Field Operations Officers, draft project revisions and send for approval, ensuring completion of the 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. Under the guidance of Field Operations Officers, prepare project budget re-phasing, as needed.
• Prepare payment requests, and follow up to ensure completion of requests and draft and send e-mails to acknowledge receipt of contributions.
• Process Fellowship awards (initiating requisitions in the ERP, preparing cost estimates and travel authorizations, drafting/preparing awards, processing invoices and following-up on payments, following-up with Regional Offices assisting in fellowship statistics and reporting, etc.).
• Participate in teleconferences and draft minutes of meetings.
• Collect project progress information to contribute to FOS reporting (technical and financial data).
• Ensure proper documentation and records of project’s implementation activities following TCB Procedures.
• Provide backstopping to regional and delegation projects.
Function 3 (incl. Expected results)
Undertakes closure of projects, achieving results such as:
• Liaise with internal sections, coordinating closure activities, in accordance with TCB procedures.
• Consolidate financial records, in coordination with Field Operations Officers, National Coordinators, Finance Branch and other appropriate stakeholders.
• Draft e-mails and letters related to the closure of projects.
• Inform Field Operations Officer(s) when all steps to close a project have been taken, in accordance with TCB procedures.
• Ensure proper documentation and records of project’s closing activities, following TCB Procedures.
Function 4 (incl. Expected results)
Drafts reports at project level and maintain the Project log database, achieving results such as:
• Upon request, maintain and extract information from FOS databases regarding project development, implementation and project closure.
• Maintain project daily logs (issues, risk, teleconferences register).
• Maintain records of project lessons learned and best practices from completed and financially closed projects. Participate in Lessons Learned exercises.
• Upon request, contribute to FOS reporting activities (TC Programme Size and Expected Development and Implementation Report, Annual Council Report, State briefings, etc.).
• Prepare and submit periodic and ad-hoc financial Agresso reports for monitoring purposes.
• Edit and proof-read in order to quality check documents produced in the field, improving them according to TCB standards, including formatting, indexation of contents, tables, pictures, etc.
• Ensure the collection and maintenance of records of assigned tasks.
Function 5 (incl. Expected results)
Provides administrative support to the Unit’s work, meetings and seminars, achieving results such as:
• Contribute to the FOS Annual Work Plan, by implementing assigned tasks and reporting on progress.
• Take mandatory training, as needed.
• Prepare general correspondence including memoranda and reports to the field and other Sections, as required, on a timely basis.
• Assist in the coordination of seminars, workshops, etc.
• Collaborate with the Integrated Resource Information System (IRIS) team and other relevant entities in upgrading the ERP, as needed.
• Support, upon request, the development and implementation of TCB’s products and services (i.e. projects, IPAV, iPACKs, GAT training packages and others) as well as participating in its enhancement, when necessary.
Function 6 (incl. Expected results)
Performs other related duties, as assigned.
Professionalism: In-depth knowledge of Microsoft Office (advanced Excel skills) and other administrative tools; good drafting skills of documents and e-mails; sound knowledge of project management techniques; 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.
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.
• 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.
• A minimum of six (6) years of experience providing administrative support in a project management environment is required.
• Experience in use of IT tools (Suite Office in Microsoft, in particular, advanced excel) is required.
• Experience in project or mission planning and organizing is required.
• Experience in preparing cost estimates and expenditure and status reports on programmes/projects for review by management is required.
• Experience in a civil aviation environment is desirable.
• Work experience within an international organization or a government is desirable.
• Experience with project management tools is desirable.
Fluent reading, writing and speaking abilities in English and Spanish is required.
A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian) is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
Please note that this position is subject to local recruitment. Eligible candidates must be Canadian Citizens, Permanent Residents of Canada or holders of a valid Canadian work permit.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of two 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 2001 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.
Net Base Salary per annum: CAD 47,249
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.
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