Business Analyst (Project Management Support)
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THE ORGANIZATIONAL SETTING
The International Civil Aviation Organization (ICAO), a specialized agency of the United Nations, is mandated to ensure the safe, efficient, and sustainable development of international civil aviation. ICAO’s Capacity Development and Implementation (CDI) Bureau provides holistic support to States and international organizations to advance compliance with ICAO Standards and Recommended Practices and the strategic goals of ICAO. The CDI Bureau is currently undertaking a Fit-for-Purpose Organization (FFPO) transformation aimed at modernizing its operating model and consolidating its three core operational pillars: Operations, Market & Product Solutions, and Enablement.
The CDI FFPO Project Phase 2 (Implementation and Operationalization) will implement and operationalize the approved future-state organizational design for CDI, covering organizational design refinement, people transition, business readiness, change management, and project governance. Within this context, the Business Analyst (Project Management Support) will support the planning, coordination, documentation, analysis, and reporting required for the successful delivery of the CDI FFPO Project, working across all workstreams to ensure disciplined project execution and timely delivery of outputs.
MAJOR DUTIES AND RESPONSIBILITIES
Support project planning and coordination, achieving results such as:
- Maintain the integrated CDI FFPO project plan, milestones, dependencies, workstream trackers, and governance calendar, ensuring alignment across all project phases, decision points, and workstreams.
- Prepare project documentation, including project briefs, work packages, stage-gate materials, meeting records, and implementation updates; assist in the preparation and refinement of the Business Case, Project Document, and Terms of Reference.
- Coordinate project meetings, follow up on actions and decisions, and ensure timely information flow across stakeholders and workstream leads.
- Assist in preparing Executive Sponsor-level progress updates and management briefings, supporting effective monitoring and communication across all project workstreams and governance bodies.
- Coordinate with the Human Capital and Talent Management Analyst to integrate people workstream milestones, HR-related actions, and talent management dependencies into the master project plan and governance reporting.
Support organizational design and business analysis activities, achieving results such as:
- Document and analyse current and future CDI business processes, workflows, handoffs, and organizational requirements, including organizational charts, process flow diagrams, and role mapping documents to support FFPO design and implementation.
- Support the mapping of existing roles to the future CDI structure and assist in identifying revised, new, and impacted roles under the FFPO three-pillar framework.
- Assist in the preparation, review, and consolidation of job descriptions, role profiles, and capability requirements in coordination with functional and subject-matter leads; translate stakeholder inputs into structured requirements and implementation recommendations.
- Coordinate with the Human Capital and Talent Management Analyst to align role profiling and organizational design outputs with ICAO HR classification standards and post management requirements, ensuring consistency between project analysis and HR operational deliverables.
Support people transition and change management activities, achieving results such as:
- Support the implementation of a defined FFPO change management plan, assisting in coordinating and prioritizing change management activities and deliverables across the project lifecycle.
- Assist in conducting people and business impact assessments to inform change planning, transition communications, and engagement plans, maintaining dialogue with users and recipients of change to validate that deliverables meet specified business requirements.
- Support the development and facilitation of training, internal communications, and business readiness activities; assist in identifying end-user training requirements and coordinating training delivery for new roles, processes, and systems introduced by the FFPO restructuring.
- Help organize and document workshops, readiness sessions, staff-to-position mapping analyses, and transition documentation to support the CDI FFPO people transition.
- Coordinate with the Human Capital and Talent Management Analyst on staff capability assessments and transition planning documentation, ensuring alignment between business analysis outputs and HR-led people development and performance management activities.
Provide project reporting, monitoring, and control support, achieving results such as:
- Maintain project RAID registers (risks, issues, actions, assumptions, dependencies, and decisions), reporting protocols, and document repositories, ensuring timely logging, tracking, and escalation.
- Prepare dashboards, status reports, analysis papers, presentations, and management briefing materials for the CDI FFPO Project Manager and CDI leadership.
- Track progress against milestones and support the escalation of delays, challenges, and implementation risks to the Project Manager and relevant governance bodies.
- Coordinate with the Human Capital and Talent Management Analyst to align project monitoring metrics and reporting with HR workforce analytics dashboards and people workstream indicators, ensuring a coherent picture of CDI FFPO progress across all workstreams.
Provide business systems and tool support relevant to project implementation, achieving results such as:
- Support administration of JIRA project boards, including managing epics, stories, tasks, and sub-tasks; configuring workflows, boards, and dashboards; and generating reports and metrics to support agile delivery tracking.
- Maintain and develop the CDI FFPO Confluence knowledge base, structuring project spaces, creating and updating pages, documenting decisions and meeting notes, and ensuring the information architecture supports team collaboration and institutional memory.
- Support the use and continuous improvement of the project management tool ecosystem including JIRA, Microsoft Planner, SharePoint, and Teams and facilitate tool onboarding for CDI FFPO team members to promote consistent adoption.
- Develop, maintain, and quality-check project trackers, structured datasets, and reporting templates used across the CDI FFPO Project.
- Coordinate with the Human Capital and Talent Management Analyst to document functional requirements for HCM-related systems and workflows, ensuring project system outputs are aligned with operational HR tool requirements.
Perform other related duties as assigned by the CDI FFPO Project Manager or OIC/CDI.
- An advanced university degree (Master’s degree or equivalent) in business administration, project management, public administration, business analytics, management information systems, human resources management, or a related field is required.
- A first-level university degree in the above fields, in combination with two additional years of qualifying professional experience, may be accepted in lieu of the advanced university degree.
- Project management certification such as PRINCE2, PMP, Agile, or Scrum.
- Training or certification in business analysis (e.g., CBAP), process improvement, or change management.
- A minimum of two (2) years of progressively responsible experience in business analysis, project management support, organizational change, process analysis, or a related field.
- Experience in preparing project documentation, plans, reports, dashboards, RAID logs, and governance material.
- Experience in requirements gathering, process mapping, analysis, and documentation.
- Strong proficiency in Microsoft Office applications, especially Excel (advanced: pivot tables, data modelling, structured datasets), PowerPoint, and Word; experience with process mapping tools such as Microsoft Visio or Lucidchart.
- Demonstrated proficiency in JIRA and Confluence: administering project boards, managing epics/stories/tasks, configuring workflows and dashboards, and maintaining structured knowledge bases.
- Experience working across multiple stakeholder groups and supporting change or transformation initiatives in a structured project environment.
- Experience supporting HR, organizational design, workforce planning, or restructuring initiatives.
- Experience with project collaboration tools such as Microsoft Planner, SharePoint, Teams, or similar platforms; familiarity with Agile, Scrum, or PRINCE2 methodologies.
- Experience in an international, public sector, or multilateral environment, or in aviation-related programmes.
- Experience coordinating with HR or human capital management functions in a project setting.
- Fluent reading, writing and speaking abilities in English.
- A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
This consultancy is initially for six (6) months with a possibility of extension. It is a full-time position requiring at least three days a week in the Montreal office. Please note that the monthly rate for Band B varies from CAD 5,097 to CAD 8,122.
