Associate Administrative Officer

The Air Transport Bureau (ATB) carries out activities under ICAO’s Strategic Goals of Every Flight Is Safe and Secure, Aviation Is Environmentally Sustainable, Aviation Delivers Seamless, Accessible, and Reliable Mobility for All and The Economic Development of Air Transport Assures the Delivery of Economic Prosperity and Societal Well-Being for All. It also contributes to the Goal of No Country Left Behind. It is responsible for the provision of expert assistance required by the Assembly, Council, Air Transport Committee (ATC), Aviation Security Committee (ASC), Ad Hoc Cybersecurity Coordination Committee (AHCCC), Committee on Joint Support of Air Navigation Services (JSC), Climate and Environment Committee (CEC), Committee on Aviation Environmental Protection (CAEP) and the specialized conference, divisional, panel and working group meetings related to these three Strategic Goals. The Bureau assists in developing, updating, and promoting the implementation of Standards and Recommended Practices (SARPs) in Annexes 9, 16 and 17, air transport policies and guidance (such as air transport regulation, economics of airports and air navigation services, and funding of aviation infrastructure) as well as the specifications for machine readable travel documents. The Bureau is also charged with the development of environment-related policies and measures and assistance for States to prepare and implement their action plans for CO2 emissions reduction activities. In addition, the Bureau implements the ICAO Global Aviation Security Plan (GASeP), the Universal Security Audit Programme (USAP) and assistance for States in rectifying deficiencies identified by the USAP and implements an ICAO Traveller Identification Programme (ICAO TRIP) Strategy. Furthermore, it maintains and provides access to civil aviation data/statistics and forecasts. Data on acts of unlawful interference and environmental protection (noise and emissions) are also maintained in the Bureau. The Bureau works with other offices of the Organization including Regional Offices, performs liaison and coordinates the above-mentioned issues with all the United Nations bodies, other international organizations and regional civil aviation organizations. The Associate Administrative Officer contributes to the development of an HR customer service-oriented culture that values proactivity, continuous improvement, innovation and high performance. By translating operational needs into workforce action and individual development needs, the Associate Administrative Officer plays a critical role. The main areas of work include the implementation of HR policies, staff administration, office allocation, workforce planning, recruitment, and talent development with inclusion, diversity and gender as a cross-cutting issue. S/he monitors the ATB financial budgets and oversees, and coaches General Service staff assigned to these respective administrative duties. The supervisory responsibility includes administrative supervision, coaching and training, if necessary, as well as performance evaluation, delegation and distribution of tasks and decision on priorities. The incumbent reports directly to the Director, Air Transport Bureau (D/ATB) and works independently to provide administrative support to all entities and sections of the Bureau. S/he works closely with ATB Deputy Directors, Chiefs, officers of ATB, other ICAO Bureaux and Regional Offices.

Function 1 (incl. Expected results) Leads and coordinates administrative services for the Air Transport Bureau, achieving results such as: • Apply and implement procedures, standards and tools in accordance with ICAO policy decisions and practices and ensure adherence to Administrative Instructions, as relevant. • Organize and manage assigned resources to provide timely and effective service delivery. • Oversee the design and implementation of procedures for compliance with ICAO HR management, procurement processes and ICT functionalities for ATB. • Manage all administrative and physical arrangements for the hybrid work environment. • Coordinate and work closely with the management team and relevant HQ units on administrative matters. • Support ATB staff in the coordination of meetings at ICAO HQ with other areas of the Organization, such as conference services and building security. • Prepare reports and correspondence, and maintain records related to administrative matters. • Plan and implement control mechanisms for administrative services and the maintenance of administrative control records. • Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. • Draft correspondence and elaborate internal procedures related to budgetary, financial, human resources and other administrative matters. • Train staff members on general administrative and HR matters and provide advice and administrative support. • Research administrative and financial data sources and prepare regular, analytical and ad hoc administrative information and recommendation to the D/ATB to support informed decision-making. • Propose responses to and track the implementation of agreed internal and external audit and evaluation recommendations, as well as follow up with ATB colleagues on their appropriate implementation. • Facilitate and coordinate the effective provision and availability of office automation and ICT functionalities relevant to the work of ATB; Facilitate training sessions on any new processes to be introduced (e.g. IT self-service tools, information platforms. etc.). Function 2 (incl. Expected results) Coordinates human resources management processes, achieving results such as: • Promote ATB compliance with ICAO HR policies and, in consultation with ADB HR, provide interpretation of rules, regulations, guidelines and principles to staff, as well as ICAO's ethics framework, standards of conduct, and position on all forms of harassment. • In coordination with the D/ATB, prepare yearly training plan for ATB staff. • Compile and review documents related to personnel actions, coordinating with ADB HR, as required. • Monitor recruitment activities established in accordance with the ICAO HR Action Plan for the Air Transport Bureau. • Implement and keep current the HR Action Planning tool. • Ensure on-boarding, induction, re-integration into the workplace and provide off-boarding support. • Facilitate timely and effective arrangements for staff assignment and repatriation (travel, accommodation, importation of household effects). • Serve as focal point on all HR-related procedural matters, in consultation with ADB HR. Act as family focal point for ATB, ensuring support and guidance to staff, during emergencies and in cases of death, in alignment with the appropriate protocols and best practices. • Provide advice to staff, in consultation with ADB HR, with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations and ensure their proper implementation. • Prepare necessary documentation related to classification and recruitment processes, including drafts/revisions of job descriptions. • Participate in the preparation of the short list of candidates for Professional positions, coordinating with ADB HR on the scheduling of interviews. Support hiring managers in preparing interview questionnaires in coordination with panel members, ensuring compliance with existing ERP tools. • On behalf of the D/ATB, participate as an observer/chairperson during interviews for Professional positions, to support hiring managers with the preparation of assessment reports and obtain concurrence from the panel members. • Guide and assist staff on performance management and staff development-related matters, in accordance with ATB goals and objectives. • Contribute to the development and evolution of the ICAO People Strategy, and other relevant HR policies, procedures and guidelines. • Support change management initiatives in ICAO and manage their implementation in relation to ATB. Function 3 (incl. Expected results) Coordinates effective and accurate execution of financial resources planning, control and management related to human resources, according to approved and proposed budgets and operating plans of the ATB, achieving results such as: • Prepare information and analytical reports and dashboards to monitor budgetary allocations in consultation with D/ATB. • Pre-certify, against the approved budget, all financial expenditures prior to presentation to Chiefs, Deputy Directors and/or D/ATB. • Monitor and control budgetary allocations, identifying deviations from plans, proposing corrective measures and adjustments; and resolving identified deficiencies, as necessary. • Review and make recommendations with respect to the finalization of analytical budget performance reports, evaluate and analyze variances between approved budgets and actual expenditures. • Follow up on Action Plans to implement agreed recommendations arising from Audits conducted in ATB. • Prepare financial statements, management reports and monthly cash reports. • Develop and advise on performance tracking procedures to facilitate ATB resource management and support the achievement of programme objectives. • Review and control all proposed payments entered in the ERP financial system to ensure that duly authorized vouchers support them and that they are in accordance with ICAO rules and regulations and IPSAS. • Research and prepare information and reports, audit and other analytical reports and dashboards, in consultation with the D/ATB. • Prepare financial analyses and presentations to be included in information/working papers and/or briefs/reports for the ICAO Council and its subsidiary bodies. • Draft replies to queries of a financial nature for the ATB funds and collaborate on responses to the Internal and External Auditors by ensuring documentation requested is provided accurately and on time. Function 4 (incl. Expected results) Contributes to the preparation of the Business Plan and Operating Plans, as well as working and information papers to Committees, Council and Assembly, achieving results such as: • Coordinate the preparation and scheduling of working papers and reports of an administrative nature, to the Council and monitor progress to ensure timely issuance of documentation. • Contribute to the formulation of the ATB Business Plan by providing pertinent required information and data to the Director, ATB and business process owners. • Provide support in the formulation of key performance indicators and on the interpretation of activities/services scheduled in the Operating Plan and other instruments such as the Organization’ s Strategic Objectives. • Participate in the implementation of the Operating Plan. • Review and provide input on MoUs and Agreements entered into with business partners. • Provide input on and/or prepare ATB HR related working papers for D/ATB’s review. Function 5 (incl. Expected results) Monitors the implementation of audit and evaluation recommendations and the key performance indicators and maintains the risk register, achieving results such as: • Track the implementation of agreed internal and external audit and evaluation recommendations, as well as follow up with ATB task owners on their appropriate implementation. • Research and prepare information and reports, audit and other analytical reports and dashboards, in consultation with D/ATB. • Provide support in the monitoring of key performance indicators of the business/operating plan in coordination with output managers. • Maintain the ATB Risk Register and perform the regular updates in coordination with the risk owners. Function 6 (incl. Expected results) Performs other related duties, as assigned.

Professionalism: Good knowledge of administrative and human resources policies and procedures. Ability to apply administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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. 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. 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. Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

An advanced university degree (Master’s degree or academic equivalent) in business or public administration, finance, human resources, management, or a related field, is required. A first level university degree in combination with an additional two (2) years of qualifying experience in business or public administration, finance, human resources, management, or a related field, may be accepted in lieu of the advanced university degree.

Not available.

• A minimum of two (2) years of experience in administration, finance, human resources management, or a related field is required. • Experience in the use of IT equipment and software, in particular MS Office (Excel, Word and PowerPoint) is required. • Experience in using integrated automated systems for the management of human and financial resources is desirable. • Experience in the implementation of procedures and practices relating to the organization of technical events/meetings is desirable. • Experience in procurement, lnspira, Quantum and/or other ERP systems is desirable. • Experience in an international setting such as a UN common system organization is desirable.

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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 3 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, 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 $ 56,046 USD $ 20,569 (*) Post Adjustment is subject to change.

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.