Programme Associate
United Nations Development ProgrammeThe Bureau of Administration and Services (ADB) plays a vital role in the efficient and effective administrative management of the Organization by ensuring the provision of high-quality physical and human resources, applying the highest standards of work ethics and conduct, and using results-based management skills and tools to support the Organization in implementing its Strategic Objectives in order to serve all stakeholder of the world aviation community. ADB is responsible for the coordination and administration of the following administrative and management services: human resources management (HRM); information management, web management and ICT services; building management and conference services; document and record management; language and publications services; secretariat services for the ICAO Assembly and Council; revenue-generating activities; and travel services.
This position is situated in Human Resources in ADB.
The Programme Associate reports directly to the Deputy Director, Human Resources, from whom s/he seeks advice and guidance on assignments and consults on complex and challenging projects. The incumbent supports the work of the DD/HR/the Human Resources work programme, to facilitate effective planning and implementation of related HR programme/project initiatives. The Programme Associate is expected to work independently on assignments. Supervisory responsibility for performance appraisal and evaluation, coaching, mentoring, decisions on priorities, resides with the DD/HR.
- Contribute to the effective coordination of HR programme/project initiatives (e.g. the ICAO People Strategy) and activities; review HR work programme deliverables and support the DD/HR in achieving timely action on all matters, tracking urgent and outstanding tasks and escalating issues, as required.
- Liaise with various organisational units to initiate requests, ensure the preparation of standard terms of reference against objectives, process and follow up on related actions.
- Research, compile and analyze HR-related qualitative and quantitative data and information from a variety of sources to facilitate programme delivery, planning, and decision-making by DD/HR; summarize data and present opinions/conclusions review, draft/assist in drafting reports, working papers, presentations, correspondence and other project-related communications.
- Set deadlines and monitor the progress of task completion against implementation requirements by way of a task management tool to update, track and analyse programme/project data, do status reviews, identify issues and propose follow-up actions.
- Assist in coordinating resource and budget requirements for HR programme activities, in consultation with the Finance Branch and the Office of D/ADB; in compliance with ICAO rules, assist in monitoring the utilization of HR allotments, informing the DD/HR of actions for decision and/or follow-up.
- Prepare, maintain and update files and internal databases related to programme/project initiatives/activities; design and generate a variety of periodic and ad hoc reports, tables, graphs, and other background materials/notes to facilitate project review.
- Manage administrative and physical arrangements for meetings, seminars, special projects, workshops, etc., as directed by the DD/HR.
- Advise and guide HR staff on administrative procedures, working requirements, correspondence standards, presentation of files, and working arrangements and ensure proper implementation of administrative practices and procedures. Keep track of the content of HR pages on the ICAO Intranet, regularly reviewing to ensure currency and accuracy.
- Act as HR Focal point in sending out HR Postmaster messages; exercise quality control function for all outgoing messages, documents; proofread and edit texts for adherence to accepted format, grammar, punctuation and style.
- Liaise with the Budget Office and the Office of D/ADB in coordinating resource and budget requirements for HR Sections.
- Serve as administrative focal point for UN Common System requests, inter-agency correspondence and Joint Inspection Unit (JIU) surveys related to Human Resources.
- Submit job requisitions through EDEN and Hummingbird systems.
- Support the coordination of HR-related documentation to be presented to ICAO Governing Bodies, Committees and the ICAO Council, including by liaison with the Office of the Director, ADB on related matters; carry out substantial background research (including previous actions taken) and ensure timely compilation of required documentation.
- Manage DD/HR’s appointments and meetings, screen requests (internal and external) and monitor priorities and deadlines. Bring sensitive or urgent matters to the awareness of the DD/HR and refer other matters for attention, as directed by DD/HR; monitor the timely address of such issues.
- Receive, review, distribute and control mail, correspondence and documents; identify complex or sensitive correspondence for special treatment.
- Draft memoranda and other correspondence, often confidential and sensitive in nature, for DD/HR’s approval, ensuring accuracy and conformity to ICAO’s standards, rules and procedures; prepare notes, as needed; respond to/draft responses to a wide range of other correspondence and communications.
- Manage the flow of information from the HR Front Office, liaising with the Office of D/ADB, other Bureaus, Offices and HR Sections regarding correspondence, priorities, administrative matters, tasks, etc. Compile and review input and replies and assist in the integration of input and in the preparation of draft documents for DD/HR’s review and approval.
- Assist in the coordination and consolidation of timely and appropriate responses to requests, queries and survey questions, etc., originating from the International Civil Service Commission (ICSC), the UN System Chief Executives Board for Coordination (CEB), the UN HR Network, and other UN common system bodies.
- Assist with travel and administrative arrangements.
- A Diploma of College studies, with additional training in human resources, business administration, or in a related field.
- Certification in human resources, business administration, or in a related field.
- A minimum of six (6) years’ experience in human resources, administration, management, or a related field.
- Proven experience in the use of modern information and communication technology tools for the processing and management of data.
- Experience in preparing working papers, reports, briefing notes and PowerPoint presentations.
- Experience in supporting administrative and management services and in dealing with sensitive and confidential matters with diplomacy and tact.
- Work experience within an international organization or a government.
- Fluent reading, writing and speaking abilities in English.
- A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Knowledge of ICAO policies, processes and procedures related to programme/project administration, implementation and monitoring. Takes initiative in identifying and resolving issues/problems. Good organizational and planning skills. High level of confidentiality. Exercise of good judgment and attention to detail. Ability to appropriately apply relevant HR policies, guidelines, procedures and processes. Ability to produce accurate reports, records and/or data. Familiarity with United Nations policies, rules and procedures. 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.
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.
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.
Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (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 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 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.