Programme Administration Associate

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Position Title: Programme Administration Associate
Location: Montreal
Country: Canada
Deadline Date:

Job Details

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations, established in 1944, with a mission to promote the safe and orderly development of international civil aviation throughout the world. ICAO has a workforce of over 1,000 employees and operates in 193 member states, providing guidance and support to ensure that civil aviation is safe, secure, and environmentally sustainable. The organization is committed to enhancing gender equality and the advancement of women, aligning with the UN Sustainable Development Goal 5, which aims to achieve gender equality and empower all women and girls. ICAO's core values include Integrity, Professionalism, and Respect for Diversity, which guide its operations and interactions with member states and stakeholders.

Job Overview:
The Programme Administration Associate plays a crucial role in the Capacity Development and Implementation (CDI) Bureau of ICAO, which is responsible for executing the organization's Capacity Development and Implementation Programme. This position involves providing comprehensive administrative support to the director" style="border-bottom: 1px dotted #007bff !important;">Deputy Director of CDI and ensuring that all administrative, financial, and human resources activities are conducted in compliance with ICAO's regulations and policies. The incumbent will work independently and may also provide guidance to other administrative staff within the bureau. The role requires a proactive approach to managing various administrative tasks, including the development of internal standard operating procedures, cost-saving strategies, and maintaining accurate records of commitments and expenditures. The Programme Administration Associate will also be responsible for liaising with various stakeholders, including the Office of the Secretary General and external entities, to facilitate effective communication and collaboration.

Duties and Responsibilities:
The Programme Administration Associate will be responsible for a wide range of duties, including but not limited to:

• Supporting the Deputy Director of CDI in all administrative, financial, and human resources matters, ensuring compliance with ICAO's rules and regulations.
• Developing and implementing internal standard operating procedures for administrative processes.
• Drafting correspondence and internal procedures related to budgetary, financial, and human resources matters.
• Coordinating administrative team work plans and providing regular updates to senior management.
• Managing financial activities, including preparing business plans, financial reports, and ensuring timely payments for procurement and contracts.
• Administering human resources activities, including monitoring staff renewals, consultancy contracts, and training initiatives.
• Overseeing supply and asset management, ensuring proper inventory control and safeguarding of assets.
• Assisting in the preparation of consultancy contracts and payments, ensuring compliance with procurement practices.
• Performing other related duties as assigned by the Deputy Director of CDI.

Required Qualifications:
Candidates must possess a high school diploma or equivalent as a minimum requirement. A first-level university degree in business administration or a related field is desirable, along with additional training or certification in office management, public administration, or similar areas. Candidates should have a minimum of six years of progressively responsible experience in administrative, finance, and human resources roles, with a proven track record of handling sensitive and confidential matters. Experience in using IT software applications and ERP systems, as well as familiarity with HR practices and procedures, is also desirable. Related experience within an international organization or government is an asset.

Educational Background:
The essential educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree in business administration or a related field will be given preference. Additional training or certification in office management, public administration, or related areas is also desirable and can enhance a candidate's qualifications for the role.

Experience:
The position requires a minimum of six years of progressively responsible experience in administrative, finance, and human resources functions. Candidates should have experience dealing with sensitive and confidential matters, demonstrating their ability to handle complex situations with discretion and professionalism. Desirable experience includes familiarity with the latest IT software applications, ERP systems, and HR activities within an international organization or government context.

Languages:
Fluency in English, including reading, writing, and speaking abilities, is essential for this position. A working knowledge of a second language of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is considered desirable and may enhance a candidate's competitiveness for the role.

Additional Notes:
This position is offered on a fixed-term basis for an initial period of three years, with the first year being probationary for external candidates. ICAO staff members are expected to conduct themselves in accordance with the standards of conduct for international civil servants and may be assigned to various activities or offices within the organization. The statutory retirement age for staff entering or re-entering service after January 1, 2014, is 65 years. The net base salary for this position is CAD 49,278 per annum, and ICAO offers an attractive benefits package in line with the policies of the International Civil Service Commission (ICSC). Interested candidates must complete an online application form to apply.