Field Operations Associate

1 month ago

Montréal, Canada United Nations Full time

The Field Operation Section (FOS) is responsible for the development, execution, monitoring, reporting and closure of projects contained in the Technical Cooperation Programme (TCP) as well for the implementation of other TCB products. The TCP provides advice and assistance to ICAO Member States in regards to the ICAO Strategic Objectives, in accordance with ICAO’s related Standard and Recommended Practices and Procedures (SARPs) and ICAO’s Regional Plans.

FOS executes the TCP by developing and implementing projects under the “One-Single Process” (OSP) approach, which is aligned with project management practices. The OSP consists of a seamless and results-based end-to-end methodology for the management of projects by enhancing its service orientation and providing greater value to Member States and stakeholders. All this, while ensuring its adherence to ICAO policies and regulations and TCB Quality Management System (QSM) certified under ISO 9001:2015.

The Field Operations Section (FOS) is comprised of two Units that develop, implement and close projects, one Unit for Africa and Asia (APA) and another Unit for Americas, Europe and Middle East (AME). The incumbent, in close collaboration with Field Operations Officer(s), is responsible for providing the correct and timely support in the development, implementation, and closure of assigned projects in Americas Region. The post reports directly to the assigned Field Operations Officer.

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

Provides support to Field Operations Officers in the starting up of projects for the States/Organizations, achieving results such as:

- Coordinate the provision of inputs to develop work plans and schedules with Units/Sections within TCB.
- Coordinate with BSS the development of project budgets.
- Monitor Agreements/Project Documents to be signed, flag delays, and recommend appropriate solutions to overcome identified deficiencies.
- Circulate for approval draft documents and agreements, ensuring completion of the signature process within ICAO and send signed documents to the States.
- Draft and circulate Notes for File and Handover Notes.
- Create new projects in Agresso, coordinating with the pertinent Units/Sections within TCB the relevant information (e.g. project fund number and customer ID).
- Upload newly signed project documents in Share Point.
- Collect technical and financial information on projects under development to contribute to FOS reporting (pipeline, expected implementation, State briefings, and statistics on projects under development).
- Ensure proper documentation and records of project’s development activities following TCB Procedures.

Function 2 (incl. Expected results)

Ensures the logistics and resource allocation for project initiation and implementation, achieving results such as:

- Provide guidance to project team members on the ICAO-TCB policies and procedures to process project requests (local and international recruitment, local and international missions, local and international procurement, fellowships, etc.).
- Process requisitions for goods and services and direct purchase orders in the ERP Agresso, in accordance with ICAO Procurement Code.
- Draft, circulate for approval, and send Agency Services Requests to field project teams to pay direct purchase orders.
- Raise recruitment requests for international experts in Enterprise Corporate System, ensuring follow-up and raising flags in respect to delays in the deployment of experts.
- Liaise with the Field Personnel Section (FPS) to ensure timely payment of locally recruited personnel.
- Coordinate project related travel and administrative arrangements for the issuance of tickets and daily subsistence allowances, and follow up with stakeholders until completion. Verify travel claims to ensure completeness and accuracy of missions.
- Assist in the analysis of quarterly project financial statements to ensure pertinence of financial records, proposing adjustments as necessary.
- Follow up on the availability of funds to implement projects and inform Field Operations Officers.
- Under the guidance of Field Operations Officers, draft project revisions and send for approval, ensuring completion of the signature process within ICAO and send signed documents to the States.
- Assist in the periodic maintenance of project budgets to ensure proper analysis of expected implementation. Under the guidance of Field Operations Officers, prepare project budget re-phasing, as needed.
- Process Fellowship awards (initiating requisitions in the ERP, preparing cost estimates and travel authorizations, drafting/preparing awards, processing invoices and following-up on payments, following-up with Regional Offices assisting in fellowship statistics and reporting, etc.).
- Participate in teleconferences and draft minutes of meetings.
- Collect project progress information to contribute to FOS reporting (technical and financial data).
- Ensure pro

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