Portfolio Project Management Officer, OSG

The Organizational Setting

The Secretariat consists of the Office of the Secretary General, five Bureaus, seven Regional Offices, the Finance Branch, the Office of Internal Oversight, and the Ethics Office. The five Bureaus are as follows: the Air Navigation Bureau, the Air Transport Bureau, the Capacity, Development & Implementation Bureau, the Legal Affairs and External Relations Bureau, and the Bureau of Administration and Services, which are located at ICAO Headquarters in Montreal. 

The position is located in the Office of the Secretary General (OSG). The Strategic Portfolio Management (SPM) team fulfils enterprise-wide strategic functions on behalf of the Secretary General ensuring that ICAO is strategically aligned under the ICAO Strategic Plan and Business Plan and that the Triennial Operating Plan is prioritized, executed, monitored and reported effectively.  The SPM team holds responsibility for Strategic and Business Planning, Portfolio Management and Governance, directing, supporting, monitoring and reporting on the delivery of the Programmes, Activities and Projects, together with Enterprise Business Process Management (EBPM), Change Management, Accountability, Internal Controls and Enterprise Risk Management (ERM). The SPM team also holds responsibility for Portfolio Project Management (PPM) and the Continuous Organizational Improvement (COI) Programme.

The Portfolio Project Management Officer reports directly to the C/SPM, and manages the Continuous Organizational Improvement (COI) High Priority Enabler and Portfolio Project Management in the attainment of ICAO's Strategic Goals, in particular ensuring the COI Programme and Project Portfolio is effectively managed and monitored enabling effective and timely progress reporting to all levels of ICAO Secretariat and Council.

The incumbent carries out her/his mandate by managing the core mandate and functions of Portfolio Project Management and COI in the SPM team, working with key stakeholders ensuring effective planning, co-ordination and management of the work enabling controlled and effective implementation. 

Major duties and Responsibilities

Function 1 (incl. Expected results)

Coordinates and delivers aligned Programme and Project Management tools and guidance for ICAO enabling effective implementation of the Project Portfolio, achieving such results as:

• Set standards for business case development and submission. 
• Maintain the standards, policies, procedures, tool, templates and supporting frameworks for portfolio project management across ICAO. 
• Manage and quality control the ICAO PPM systems and tools.
• Provide training and support to project teams on the project management standards, frameworks and policies. 

Function 2 (incl. Expected results)

Manages the successful implementation of the COI High Priority Enabler Programme through effective planning, co-ordination, oversight and stakeholder management, achieving such results as:

• Facilitate the governance mechanism for the approval and closure of COI projects, with Projects delivered by responsible business unit.
• Define scope, timelines and milestones for COI projects and assist business units in preparing robust business cases and Project plans.
• Monitor and oversight of implementation of COI projects. 
• Provide COI Project delivery support.
• Assist in the quantification of benefits resulting from COI Projects. 
• Project manage enterprise-wide COI projects involving multidisciplinary teams as required.
• Implement and monitor the COI Strategy ensuring alignment to Strategic Goals and benefits realization.

Function 3 (incl. Expected results)

Manages the Project Portfolio through effective coordination, oversight, and stakeholder management, achieving such results as:

• Manage and mobilize resources for projects and activities, ensuring effective fund allocation, accountability, and alignment with strategic objectives.
• Define and report on deliverables, milestones, and implementation plans for all projects.
• Support business units in the preparation and submission of project business cases. 
• Review and provide feedback on project business cases prior to formal submission to governance board. 
• Prepare project submissions for governance boards.
• Review and monitor project delivery to assess and drive adherence to the standards.
• Perform periodic project reviews based on risk profiles. 
• Oversee and monitor project performance to track progress and identify deviations from project plans, including regular reviews and updates to ensure continued alignment with approved plans. 
• Maintain the critical path with associated regular status updates, if required.
• Provide and enable effective engagement and coordination across the Programmes, projects and activities.
• Provide and enable effective monitoring, change management, reporting, and executive level progress updates.
• Monitoring of project progress and acting as the escalator of risks where such are beyond their capacity.

Function 4 (incl. Expected results)

Delivers the Project Portfolio governance, reporting, and management information, achieving results such as: 

• Develop and implement targeted communication strategies and consistent status and progress updates to stakeholders, enabling effective engagement and communication.
• Initiate and coordinate outreach activities; conduct training workshops, seminars, etc.; make presentations on assigned topics/activities.
• Collect and analyse data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Deliver independent assurance and validation of good project planning, financial, and resource management.
• Deliver independent assurance and validation of robust dependency mapping, implementation plan alignment, and business impact analysis.
• Collaborate effectively with internal stakeholders, cross-functional teams, and external stakeholders to solve problems.
• Enable proactive stakeholder mapping, engagement, collaboration, and strategic intervention.
• Proactively manages programme (and project risks as appropriate) risks, issues and actions ensuring effective mitigation and delivery.
• Conduct regular assessments to evaluate the performance of the Programmes, considering relevant KPI's and metrics.
• Foster identification and implementation of lessons learned vis-à-vis Programmes for organizational learning and growth.
• Maintain RAID log, RACI log, stakeholder maps, and programmatic document as needed.

Function 5 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential 

• An advanced level university degree (Master's degree or academic equivalent) in management, business administration, information technology, human resources management, industrial engineering, business change management, or a related field, is required. A first-level university degree, in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree. 
• Prince 2, Project Management Institute, Agile or equivalent Portfolio, Programme and/or Project Management qualification and/or certification.

Desirable

• Prince 2, Project Management Institute, Agile or equivalent Portfolio, Programme or Project Management practitioner certification.
• Business Process Management and Change Management qualification or certification.

Professional Experience

Essential

• A minimum of seven (7) years' experience in Portfolio, Programme and Project Management.
• Experience working in a programme or project management office.
• Experience in managing stakeholders, effective communications and engagement
• Demonstrable experience in change management and communications. 

Desirable

• Experience in Process Management and/or Engineering
• Experience in Organizational Change Management.
• Experience in administration and implementation of strategic, operational (action) or change management plans.
• Experience in business change or transformation in the areas of People & Culture, Digital or Operations.
• Experience in managing complex cross-functional change initiatives.
• Experience working in the UN system. 

Languages

Essential 

Fluent reading, writing and speaking abilities in English.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Competencies

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Conditions of Employment

It should be noted that this post is to be filled for an initial period of one year 

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration:
Level P-4
Rate
Net Base Salary 

per annum
+
Post Adjustment (net) 

per annum(*)

USD $84,672
 
USD $ $30,651

(*) Post Adjustment is subject to change.

Special Notice:

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 "Achieve gender equality and empower all women and girls." 

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

How to apply

Interested candidates must complete an on-line application form. To apply, please visit: ICAO's e-Recruitment website

Notice to Candidates

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.

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