Administrative Associate

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Office AssistantAdministration & Office Support

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Office AssistantAdministration & Office Support

Special Notice:

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.

ICAO Core Values: Integrity, Professionalism, Respect for Diversity.

THE ORGANIZATIONAL SETTING

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 particular, the Bureau is responsible for the coordination and administration of administrative and management services such as Human Resources, Information Management, Languages, Publication and Conference Services, Security and General Services, Procurement, Information Security, and Secretariat Services for the ICAO governing bodies.

The Administrative Associate is part of the Front Office team of the Office of the Director, ADB (O/D/ADB) and contributes to the effective delivery of administration support services for ADB. S/He reports directly to the Programme Management Officer with whom s/he regularly consults on complex issues. The Director, ADB will provide general guidance and instructions on special tasks.

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Supports the resource monitoring of financial, procurement, and human resources for all Sections of the Bureau of Administration and Services, achieving results such as

Assist in monitoring the status and usage of financial and human resources of the Bureau through the Organization’s enterprise resource management system.
Assist in providing monthly reports on the budgetary status of each Section of the Bureau including the regular programme budget and related funds; compile information on other funding sources; Act as budget focal point assisting ADB sections in submitting funding requirements and resource allocations.
Assist in collection of input as part of the preparation of annual and triennial budgets of ADB.
Reviews direct purchase orders submitted by ADB sections (DPO and Sole Source review) ensuring consistent application of relevant procurement and financial guidelines.
Prepare monthly reports on projection of vacancies and summary status of vacant posts in ADB Sections; follow-up on recruitment actions.
Monitor expenditures and compares with approved budget; prepares adjustments as necessary.
Research, compile, analyse, and summarize statistical tasks on resource management-related topics; escalate issues to the Programme Management Officer, ADB; liaise with Human Resources Sections, Finance Branch and Procurement Section in arranging administrative modalities.

Function 2 (incl. Expected results)

Act as focal point for recruitment of and contract processing for consultants, achieving results such:

Reviews requests from Bureaus/Offices to hire new consultant(s) and to renew existing contracts ensuring all documentation are in order for consideration and clearance/approval by D/ADB.
Liaises with Human Resources and consultant focal points from bureaus and offices as well as Finance to ensure that all documentation are in order and that funding is available for the consultancy contracts.
Monitors and processes contracts, timesheets, and payment requests for consultants directly managed by the Office of D/ADB.

Function 3 (incl. Expected results)

Act as Office of D/ADB’s resource management focal point supporting Information Management Services (IMS) as well as Information Security (INFOSEC), achieving results such as:

Assist in monitoring procurement related requirements for IMS and INFOSEC.
Assist in preparing documentation to procure goods and services for IMS and INFOSEC and in raising purchase requisitions while liaising with requesting units and the Procurement Section as required.
Monitors expenditures and provides updated budget reports; liaises with Finance on budget requirements including preparation of allotment transfer requests between accounts under IMS and INFOSEC.

Function 4 (incl. Expected results)

Assists in monitoring status and facilitates completion of tasks and recommendations of internal and external audits as well as Joint Inspection Unit related to activities in all Sections of ADB, achieving results such as:

Assist in liaising with the Office of Internal Oversight (OIO), the External Auditor as well as the Joint Inspection Unit; coordinate follow-up actions on correspondence, tasks and requests related to audits and evaluations, including providing support in preparing draft Action Plans emanating from audit reports on ADB.
Assist in tracking status of recommendations assigned to the Bureau and different Sections using online tracking tools; and assistance provided to Section Chiefs to complete tasks in a timely and complete manner.
Prepare and participate in quarterly meetings with OIO and ADB meetings with the External Audit Advisory Committee (EAAC), according appropriate follow-up.

Function 5 (incl. Expected results)

Provides general operational support to the Office of the Director, achieving results such as:

Provide comprehensive support for all administrative, operational and procedural matters within the Bureau.
Provide back-up support on the timely processing and follow-up of correspondence, documentation and requests by screening and prioritizing incoming and outgoing matters; reviewing submissions for accuracy, completeness and conformity with established procedures; conducting background research as required; maintaining electronic filing, reference and tracking systems; and bringing urgent, sensitive or outstanding matters to appropriate attention including coordination with other members of the team of the Office of D/ADB
Provide administrative guidance and training to Professional and General Service staff of the Bureau, where required.
Provide back-up support in preparing D/ADB for senior-level and organizational meetings, including ADB Management meetings, ICAO governing bodies and UN inter-agency engagements meetings, by organizing documentation and coordinating inputs to briefing notes and reference materials.
Draft summaries/minutes of meetings on resource management aspects chaired by D/ADB.
Liaise and interact with officials from all levels, including representatives from Delegations, Member States and others, according them appropriate treatment.
Provide support in the efficient follow-up on messages received in the ADB inbox.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

Diploma of college studies (DEC) or equivalent in management, business administration, financial management, statistics, social sciences, or a related field.

Desirable

Additional training or certification in public or business administration, statistics or a related field.

Professional experience

Essential

At least six years of combined experience in administration, , and financial management is required.
Demonstrated use of comprehensive enterprise resource planning (ERP) systems particularly handling administrative, human resource, and financial related transactions/processes.

Desirable

Experience in and understanding of the international environment and dealing with sensitive and confidential matters.

Languages

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).

COMPETENCIES

Responsibilities

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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.

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.

NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.