Associate Administrative Officer

3 weeks ago

Montréal, Canada United Nations Full time

The Air Navigation Bureau (ANB) is responsible for providing technical guidance to the Air Navigation Commission (ANC), the Council, and the Assembly. The Air Navigation Bureau provides technical expertise in aviation-related disciplines to States, industry and all elements of the Organization. The Bureau is also responsible for maintaining and implementing the Global Aviation Safety Plan (GASP) and Global Air Navigation Plan (GANP), including its aviation system block upgrades as well as producing yearly safety and air navigation status reports. The Bureau develops technical studies and proposals for Standards and Recommended Practices (SARPs), and Procedures for Air Navigation Services (PANS) for further processing by the governing bodies of ICAO. The Bureau also develops related procedures and guidance material. In addition, the Bureau manages the Universal Safety Oversight Audit Programme (USOAP) and Continuous Monitoring Approach that monitors all States on a continuous basis.

The Associate Administrative Officer contributes to the development of a HR customer service-oriented culture that values proactivity, continuous improvement, innovation and high performance. By translating operational needs into workforce action and individual development needs, the Associate Administrative Officer plays a critical role. The main areas of work include the implementation of HR policies, staff administration, office allocation, workforce planning, recruitment, and talent development with inclusion, diversity and gender as a cross-cutting issue. S/he monitors the ANB financial budgets and oversees and coaches General Service staff assigned to these respective administrative duties. The supervisory responsibility includes administrative supervision, coaching and training if necessary, as well as performance evaluation, delegation and distribution of tasks and decision on priorities.

The incumbent reports directly to the Director of the Air Navigation Bureau, and works closely with ANB Deputy Directors, Chiefs, officers of ANB, other ICAO Bureaux and Regional Offices.

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

Leads and coordinates administrative services for the Air Navigation Bureau, achieving results such as:

- Organize and manage assigned resources to provide timely and effective service delivery.
- Oversee the design and implementation of procedures for compliance with ICAO HR management, procurement processes and ICT functionalities for ANB.
- Manage all administrative and physical arrangements for the hybrid work environment.
- Coordinate and work closely with the management team and relevant HQ units on administrative matters.
- Support ANB staff in the coordination of meetings at ICAO HQ with other areas of the Organization, such as conference services and building security.
- Prepare reports and correspondence, and maintain records related to administrative matters.
- Plan and implement control mechanisms for administrative services and the maintenance of administrative control records.
- Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
- Draft correspondence and elaborate internal procedures related to budgetary, financial, human resources and other administrative matters.
- Train staff members on general administrative matters and provide advice and administrative support.
- Research administrative and financial data sources and prepare regular, analytical and ad hoc administrative information and recommendation to the D/ANB to support informed decision-making.
- Propose responses to, and track the implementation of agreed internal and external audit and evaluation recommendations, as well as follow up with ANB colleagues on their appropriate implementation.
- Facilitate and coordinate the effective provision and availability of office automation and ICT functionalities relevant to the work of ANB; Facilitate training sessions on any new processes to be introduced (e.g. IT self-service tools, information platforms. etc.).

Function 2 (incl. Expected results)

Coordinates human resources management processes, achieving results such as:

- Promote ANB compliance with ICAO HR polices and, in consultation with ADB HR, provide interpretation of rules, regulations, guidelines and principles to staff, as well as ICAO’s ethics framework, standards of conduct, and position on all forms of harassment.
- In coordination with the Deputy Director, Air Navigation and Aviation Safety, prepare yearly training plan for ANB staff.
- Compile and review documents related to personnel actions, coordinating with ADB HR, as required.
- Monitor recruitment activities established in accordance with the ICAO HR Action Plan for the Air Navigation Bureau. Implement and keep current the HR Action Planning tool.
- Ensure on-boarding, induction re-integration into the workplace and off-boarding support is provided,
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