Resource Management Assistant

2 weeks ago

Québec, Canada United Nations Full time

Result of Service
The Resource Management Assistant reports directly to the Projects, Systems and Registration (PSR) sub unit Team Lead who assigns tasks, decides on priorities and projects, budget and procurement matters. In addition to working with VEM staff, the incumbent also works closely with Finance, Procurement and the Office of the Director of the Bureau of Administration and Services (D/ADB).

Work Location
Montreal

Expected duration
It should be noted that this consultancy is to be filled for an initial period of 6 months with a possibility of an extension. This is a full-time position.

**Responsibilities**:
THE ORGANIZATIONAL SETTING

The Venue and Event Management (VEM) Unit of ICAO is committed to client satisfaction, fulfillment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable venue and event management services. We are committed to fulfill legal and standardization requirements to protect the environment, eliminate occupational health and safety hazards and risks for the prevention of work-related injury and ill health. By consulting with and encouraging the participation of our staff, the continuous improvement of the Quality, Environment, Occupational Health and Safety (QEHS) Management System is ensured. VEM conforms to the requirements of International Standards ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 20109:2016, ISO 2603:2016, ISO 22259:2019, ISO/PAS 24019:2020, and ISO 20108:2017.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. expected results)

Contributes to the management, assignment and monitoring of tasks related to resource management, as well as ensuring their timely completion, achieving results such as:

- Provides support in order to facilitate the completion of tasks assigned by setting deadlines and monitoring the progress of task completion, including by efficient utilization of task management tools.
- Compiles input and replies for assigned tasks and assists in the preparation of draft documents for review and approval.
- Liaises and provides proactive support to VEM Staff on resource management related tasks, often under tight deadlines.
- Researches, compiles, analyses, and summarizes statistical tasks on resource management-related topics; escalates issues. Liaises with Human Resources Sections, Finance Branch and Procurement Section in arranging administrative procedures and documentation.
- Establishes a system of internal databases to effectively monitor and manage data and relevant information, files and records appropriately; prepares inputs for a wide range of documents, reports and correspondence; supports the preparation of documentation for procurement, budget allotments and resource management.

Function 2 (incl. expected results)

Conducts procurement activities, achieving results such as:

- Acts as procurement associate: procurement of equipment and services and contract management (including the preparation and filling of documentation).
- Raises purchase requisitions, issues and monitors purchase orders. Processes goods receipt notes.
- Places orders of goods and services; Follows-up on delivery dates; Requests the corresponding invoices; Collects confirmation of goods received from clients/users.
- Processes the invoices and follows up on timely payment of invoices.
- Follows-up on projects status, contracts and payment of invoices.
- Supports management of contacts with suppliers and ensures timely payment of invoices.

Function 3 (incl. expected results)

Assists in the preparation of Budget and Financial plans and reports, achieving results such as:

- Prepares budget analysis, estimate and projection reports when necessary.
- Prepares triennial and annual budget estimates as required, together with related documentation and supporting data.
- Advises on, and coordinates the preparation of operational and financial plans with managers and consolidates all proposals, ensuring justifications and explanations are valid, proposing alternatives and coordinating reviews, as necessary.
- Provides assistance to managers on the budget preparation process.
- Attends and participates in meetings related to budget management and prepares all required pertinent budgetary reports for discussions and presentation.
- Reviews and analyses budget variances and prepares revised financial forecasts based on historical data and new proposed projected expenses as necessary.
- Prepares monthly and quarterly performance reports for management review.
- Ensures the design of reports reflects progress by Strategic Objectives with respect to results stated in the budget and the Operating Plan.
- Produces financial statements and corresponding notes in audited ICAO financial statements.
- Ensures complete and accurate representation of fund accounts on month-end reports and year-end financial statements.
- Develops improved system generated reports in collaboration wi

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