Field Operations Contracts Implementation Associate

4 days ago

Montréal, Canada United Nations Full time

The Field Operations Section (FOS) of the ICAO’s Technical Cooperation Bureau (TCB) is responsible for the development, execution, monitoring, reporting and closure of the projects contained in the Technical Cooperation Programme (TCP). It provides advice and assistance in regards to the Safety, Air Navigation Capacity and Efficiency, Security and Facilitation, Economic Development of Air Transport, and Environmental Protection of civil aviation, in accordance with ICAO’s related Standard and Recommended Practices and Procedures (SARPs) and ICAO’s Regional Air Navigation Plans.

FOS executes the TCP under the One-Single Process approach intended to create a seamless end-to-end management of projects by enhancing its service orientation and providing greater value to Member States and stakeholders, all this, while, following the ICAO Regulations and TCB ISO 9001 procedures.

The Field Operations Contract Implementation Associate (FOS-CIA) is responsible for managing the implementation of contracts for procurement of various goods/services signed on behalf of Member States and other stakeholders in accordance with ICAO’s Procurement Code, ISO 9001:2008 Quality Management System and other applicable rules and regulations in the best interests of the Organization and Member States. The FOS-CIA is responsible for managing and for monitoring the performance of the contractor, for receiving, accepting, and approving the deliverables specified in the contract, liaising with civil aviation departments, ICAO field staff, Technical Support Unit (TSU), Procurement Section (PRO) and others involved to meet the procurement requirements of the Member States.

The post reports directly to the Field Operations Performance Officer. In this context, it is expected that the incumbent will be able to work independently on tasks assigned to her/him.

**Responsibilities**:
Function 1 (incl. Expected results)

Ensures implementation and monitoring of signed contracts for the procurement of good and services funded by TCB projects, achieving results such as:

- Receive signed contracts for the procurement of various goods/services through formal handover made by Procurement Contracts Unit (PCU) for management of its implementation.
- Participate in kick-off meetings, when applicable, once the contract is signed and participate/lead progress review meetings of the contracts assigned to her/him.
- Monitor and document contract implementation including all major milestones reflecting contractual obligations and deliverables.
- Monitor procurement projects execution and termination phases, in compliance with the ICAO Procurement Code and the Technical Cooperation Bureau (TCB) ISO 9001-2008 Quality Management System, to ensure that the main purpose of each phase is achieved, and all its activities are satisfactorily completed.

Function 2 (incl. Expected results)

Ensures planning and management of signed contracts for the procurement of goods and services funded by TCB projects, achieving results such as:

- Seek, on a proactive basis, compliance with the established contractual schedule.
- Plan/coordinate and liaise for meetings, inspections, progress reports, factory acceptance tests, training, final commissioning and/or hand-over of equipment/services as per the Contractual obligations.
- Follow up on the particularities of contracts assigned to her/him for the realization of the work, advise stakeholders of any deviation and participate in the development of the contingency plan, if applicable.
- Oversee adherence to terms and conditions of contract and provide support and guidance to concerned parties regarding responsibilities, contractual rights, and obligations.
- Liaise with all required parties to ensure timely shipment and custom clearance of goods.

Function 3 (incl. Expected results)

Ensures timely and proper payment of invoices, achieving results such as:

- Verify and control the correctness of the invoices, fulfilment of contractual obligations and submission of proper supporting documentation, before submitting invoices for payment.
- Issue a Goods Receipt Notice (GRN) in the ERP to initiate payment of the successfully received goods/services.
- Coordinate, with the Procurement Section and ICAO Treasury, the review and analysis of the bank guarantees for correctness and monitor their validity period throughout the entire implementation of the contract.

Function 4 (incl. Expected results)

Evaluates suppliers’ performance during contract implementation, achieving results such as:

- Throughout the entire life of the Contract, assess the suppliers’ fulfilment of the contracted requirements with regard to quality, delivery, timeliness, as well as all other performance indicators regarding the promised goods and/or services.
- Analyze the suppliers’ performance and provide lessons learnt, if applicable.
- Analyze the End User’s customer feedback of ICAO’s services and recommend opportunities for improv

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