Budget and Administrative Officer

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations established in 194

• Its mission is to promote the safe and orderly development of international civil aviation throughout the world. ICAO works with its 193 member states and global aviation organizations to develop international Standards and Recommended Practices (SARPs) and policies for the safety, security" style="border-bottom: 1px dotted #007bff !important;">security, efficiency, and environmental sustainability of air transport. The organization employs over 1,000 staff members and operates in multiple countries, focusing on enhancing the safety and efficiency of international air navigation.

Job Overview:
The Budget and Administrative Officer position within the Languages, Publications, and Conference Management (LPC) section of ICAO is crucial for ensuring the effective financial planning and administrative support for the organization's multilingual services. The incumbent will be responsible for coordinating financial operations, overseeing budget management, and ensuring compliance with ICAO's financial regulations. This role requires a strategic approach to resource allocation and the ability to manage multiple priorities effectively. The officer will work closely with senior management, providing insights and recommendations to optimize financial performance and support the operational goals of the LPC services. The position demands a high level of professionalism, analytical skills, and the ability to navigate complex administrative processes while maintaining a focus on achieving results.

Duties and Responsibilities:

• Coordinate and ensure strategic financial planning, proactive monitoring, and timely reporting to optimize resource utilization for LPC services.
• Monitor financial plans, analyze budget variances, and recommend corrective actions.
• Collaborate with the Finance/Budget Office for fund transfers and budget management.
• Prepare financial forecasts and year-end submissions.
• Manage budgets for meetings and temporary positions, ensuring timely adjustments.
• Oversee consultancy budgets and ensure resource availability.
• Review documentation for approvals and maintain profiles in the Roster Management System.
• Provide guidance on cost recovery for language services and generate reports on recoverable costs.
• Oversee financial and administrative outsourcing operations, ensuring compliance with financial processes. 1
• Coordinate HR processes for recruitment and onboarding of staff and consultants. 1
• Plan and coordinate administrative arrangements for meetings, ensuring compliance with ICAO standards. 1
• Serve as the procurement focal point, advising on procurement matters and compliance requirements. 1
• Perform other related duties as assigned.

Required Qualifications:

• An advanced-level university degree in business or public administration, finance, human resources, management, or a related field.
• A first-level university degree with an additional two years of qualifying experience in relevant fields.
• Certification in Prince 2 or similar qualification is desirable.
• A minimum of two years of experience in administrative work, preferably within a UN agency or international organization.
• Experience dealing with sensitive and confidential matters is essential.
• Desirable experience includes familiarity with Quantum, gDoc, outsourcing, and procurement procedures.

Educational Background:
Candidates must possess an advanced-level university degree (Master’s Degree or equivalent) in relevant fields such as business or public administration, finance, human resources, or management. Alternatively, a first-level university degree combined with two additional years of qualifying experience is acceptable. Certification in project management methodologies such as Prince 2 is considered an asset.

Experience:
The position requires a minimum of two years of professional experience in administrative roles, ideally within a UN agency or another international organization. Candidates should have experience managing sensitive and confidential information and be familiar with financial and administrative processes. Desirable experience includes working with ERP systems and understanding procurement and outsourcing procedures.

Languages:
Fluent reading, writing, and speaking abilities in English are essential. A working knowledge of any other ICAO language (Arabic, Chinese, French, Russian, Spanish) is desirable, enhancing the candidate's ability to operate in a multilingual environment.

Additional Notes:
This position is to be filled for an initial period of three years, with the first year being probationary for external candidates. ICAO staff members are international civil servants and may be assigned to various activities or offices within the organization. The statutory retirement age for staff entering service after January 1, 2014, is 6

• The remuneration for this position includes a net base salary of USD $56,046 per annum, plus a post adjustment of USD $21,185 per annum, which is subject to change. Interested candidates must complete an online application form through the ICAO Careers website. ICAO does not charge any fees or request money from candidates at any stage of the selection process.