Org. Setting and Reporting

Within the Capacity Building & Implementation Bureau, the Revenue and Product Management (RPM) Section, is responsible for revenue-generating activities in the Organization under the auspices of the Ancillary Revenue Generation Fund (ARGF). The functions include the efficient planning, organization and implementation of marketing revenue-generating products emanating from ICAO intellectual properties. The Section is equally responsible for recommending, developing and executing advertising and promotional campaigns. Furthermore, the Section leads actively in the development of new products and services and recommends new business opportunities. The revenue-generating products and services consist of and are not limited to : Events; Partnerships and licensing of ICAO intellectual properties; ICAO periodicals and web listing advertising sales; Data and statistical products; and Traditional print and electronic publications. The Section also provides printing, reproduction and distribution services.

The incumbent reports directly to the Chief, RPM (C/RPM), who assigns tasks and manages the Section. It is expected that the incumbent will be able to work independently on tasks assigned, maintain the administrative functions of the Section and anticipate and plan for the ongoing needs of the Section. The incumbent will be required to use Agresso, ICAO’s financial system and e-recruiter, ICAO’s online recruitment system. This post does not supervise others but needs extensive coordination with the Units of the Section.

Responsibilities

Function 1 (incl. Expected results)
Coordinates administrative work for the RPM Section, undertaking tasks such as:
• Provide administrative support to C/RPM in order to ensure proper coordination with respect to the work of RPM including communicating with the Office of the Secretary General, Bureau Directors and Deputy Directors.
• Coordinate with the Office of D/ADB on the schedule for the submission of material; manage the Section task list including a ‘bring forward’ system for deadlines and deliverables.
• Provide administrative support to RPM Units and coordinate the administrative needs of the Units across the Section including the management of a central task list.
• Manage the daily calendar, email and task list of C/RPM, establishing schedules and assembling relevant documentation for meetings as necessary.
• Coordinate, plan and facilitate meetings as required.
• Monitor implementation of Performance and Competency Enhancement (PACE) by staff and supervisors.
• Monitor time and attendance records and track staff leave plans.
• Coordinate computer access, building access, office hardware and software for Section.
• Update and maintain staff lists including email groups, phone lists and emergency contact numbers.
• Manage the travel needs for the Section including the preparation of travel authorizations and coordination with Travel Unit regarding travel arrangements.

Function 2 (incl. Expected results)
Manages the correspondence and documentation of the RPM Section (review, proofread and edit documentation), undertaking tasks such as:
• Draft documentation including letters, memoranda, reports, e-mails, minutes, circulars, notices, summaries of discussion, mission reports, etc. often of a confidential or urgent nature, from verbal instructions and handwritten drafts.
• Ensure that priorities are established and deadlines are met for correspondence and the documentation of the Section.
• Verify accuracy of material leaving the RPM Section. Proofread and review documentation for correctness and in conformity with established format standards and procedures.
• Draft correspondence and annexes needed for consultancy contracts and renewals.
• Arrange documents for translation with a mark-up for electronic submission, coordinating with language sections and DMO in order to meet deadlines.
• Dispatch correspondence, on behalf of C/RPM and follow up on outstanding responses.
• Maintain RPM information in subject folders implement guidelines and standards required for managing and retaining RPM information and data.
• Maintain RPM electronic files, serve as the focal point for the filing system and ensure correspondence and RPM documentation (reports, contracts, presentations, etc.) are classified, filed and stored electronically for retrieval.

Function 3 (incl. Expected results)
Contributes to the management, assignment and monitoring of tasks ensuring their timely completion across the Units within RPM, undertaking tasks such as:
• Review and manage incoming correspondence and tasks, identifying items requiring sensitive treatment.
• Prioritize tasks on the task list in consultation with C/RPM, Unit Heads and staff members where necessary.
• Manage and monitor the electronic task system assigned by the Office of the Director, Bureau of Administration and Services and distribute assignments accordingly.
• Coordinate and support Unit Heads and staff on administrative matters, often under tight and conflicting deadlines; monitor the progress of task completion and flag any delays for necessary action.
• Provide advice and guidance to Professional, General Service and Consultant staff on the procedural aspects of reporting requirements, correspondence standards and work assignments.

Function 4 (incl. Expected results)
Contribute to monitoring financial and staff resources and supporting procurement matters, undertaking tasks such as:
• Enter requisitions in Agresso and track progress where necessary.
• Maintain internal staff contract records, updating contract information (i.e. terms of reference), maintaining records in Agresso, liaison with HR to support monthly monitoring of records.
• Review suppliers’ invoices and Consultant timesheets against purchase orders/contracts and recommend approval for payment or withholding payment until contract criteria has been met.
• Provide advice and guidance to professional, general service staff and consultants on procurement-related issues and ensure correct implementation of procurement-related practices and procedures.
• Support timely payments to suppliers through monitoring and maintaining work flows, prioritizing Agresso tasks to ensure transactions are finalized prior to cut-off dates for Accounts Payable Unit and year-end transactions are finalized prior to year-end.

Function 5 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Diplomacy and managing sensitive material and subjects. 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.

Planning and Organizing: 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.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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 the 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.

Education

Essential
Completion of secondary level education.

Desirable
Additional training or certification in business administration, finance, office administration or related field.

Work Experience

• A minimum of five years’ experience in office administration is required.

• Experience in using IT equipment and software, such as MS Office is required.

• Experience in providing input for programme /project documents, and ideally for working papers, annual reports, etc. is required.

• Working experience with ICAO products and services is desirable.

Languages

Essential
Fluent in reading, writing and speaking abilities in English.

Desirable
Knowledge of any of the other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three (3) years (first year is probationary for an external candidate).
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. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
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 Net Base Salary per annum
G-5 CAD 43,269

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.