Result of Service

Under the supervision of the Field Operations Performance Officer, the consultant provides support in the implementation of contracts, monitoring the performance of the contractor(s), for receiving, accepting, and approving the deliverables specified in the contract(s), and establishes contacts with civil aviation departments, ICAO field staff, Technical Support Unit (TSU), Procurement Section (PRO) and others involved to meet the procurement requirements of the Member States. Upon request, the incumbent provides support to Field Operations Officers in the implementation of projects.

Work Location

Montreal

Expected duration

11 months with possibility of extension.

Duties and Responsibilities

THE ORGANIZATIONAL SETTING
The Field Operations Section (FOS) of the ICAO’s Capacity Development and Implementation (CDI) is responsible for the development, execution, monitoring, reporting and closure of the projects contained in the Technical Cooperation Programme (TCP). It provides advice and assistance in regard to the Safety, Air Navigation Capacity and Efficiency, Security and Facilitation, Economic Development of Air Transport, and Environmental Protection of civil aviation, in accordance with ICAO’s related Standard and Recommended Practices and Procedures (SARPs) and ICAO’s Regional Air Navigation Plans.

FOS executes the TCP under the One-Single Process approach intended to create a seamless end-to-end management of projects by enhancing its service orientation and providing greater value to Member States and stakeholders, all this, while, following the ICAO Regulations and CDI ISO 9001 procedures.

The Field Operations Contract Implementation Associate (FOS-CIA) is responsible for managing the implementation of contracts for procurement of various goods/services signed on behalf of Member States and other stakeholders in accordance with ICAO’s Procurement Code, ISO 9001:2008 Quality Management System and other applicable rules and regulations in the best interests of the Organization and Member States. The FOS-CIA is responsible for managing and for monitoring the performance of the contractor, for receiving, accepting, and approving the deliverables specified in the contract, liaising with civil aviation departments, ICAO field staff, Technical Support Unit (TSU), Procurement Section (PRO) and others involved to meet the procurement requirements of the Member States.

The post reports directly to the Field Operations Performance Officer. In this context, it is expected that the incumbent will be able to work independently on tasks assigned to her/him.

MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Ensures implementation and monitoring of signed contracts for the procurement of good and services funded by CDI projects, achieving results such as:
• Receive signed contracts for the procurement of various goods/services through formal handover made by Procurement Contracts Unit (PCU) for management of its implementation.
• Participate in kick-off meetings, when applicable, once the contract is signed and participate/lead progress review meetings of the contracts assigned to her/him.
• Monitor and document contract implementation including all major milestones reflecting contractual obligations and deliverables.
• Monitor procurement projects execution and termination phases, in compliance with the ICAO Procurement Code and the Capacity Development and Implementation Bureau (CDI) ISO 9001-2008 Quality Management System, to ensure that the main purpose of each phase is achieved, and all its activities are satisfactorily completed.

Function 2 (incl. Expected results)
Ensures planning and management of signed contracts for the procurement of goods and services funded by CDI projects, achieving results such as:
• Seek, on a proactive basis, compliance with the established contractual schedule.
• Plan/coordinate and liaise for meetings, inspections, progress reports, factory acceptance tests, training, final commissioning and/or hand-over of equipment/services as per the Contractual obligations.
• Follow up on the particularities of contracts assigned to her/him for the realization of the work, advise stakeholders of any deviation and participate in the development of the contingency plan, if applicable.
• Oversee adherence to terms and conditions of contract and provide support and guidance to concerned parties regarding responsibilities, contractual rights, and obligations.
• Liaise with all required parties to ensure timely shipment and custom clearance of goods.

Function 3 (incl. Expected results)
Ensures timely and proper payment of invoices, achieving results such as:
• Verify and control the correctness of the invoices, fulfilment of contractual obligations and submission of proper supporting documentation, before submitting invoices for payment.
• Issue a Goods Receipt Notice (GRN) in the ERP to initiate payment of the successfully received goods/services.
• Coordinate, with the Procurement Section and ICAO Treasury, the review and analysis of the bank guarantees for correctness and monitor their validity period throughout the entire implementation of the contract.

Function 4 (incl. Expected results)
Evaluates suppliers’ performance during contract implementation, achieving results such as:
• Throughout the entire life of the Contract, assess the suppliers’ fulfilment of the contracted requirements with regard to quality, delivery, timeliness, as well as all other performance indicators regarding the promised goods and/or services.
• Analyze the suppliers’ performance and provide lessons learnt, if applicable.
• Analyze the End User’s customer feedback of ICAO’s services and recommend opportunities for improvement.
• Address warranty issues to ensure their resolution.
• Provide reporting as needed on contract status.
• May participate in missions to the field when requested by Chief, Field Operations Section (C/FOS).

Function 5 (incl. Expected results)
Upon request, assists in the logistics and resource allocation for project implementation, achieving results such as:
• Provide backstopping to bilateral, regional and delegation projects.
• Assist in the processing of 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 recruitment, missions, and payment of internationally and 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.
• 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.
• Prepare payment requests and follow up to ensure completion of requests and draft and send e-mails to acknowledge receipt of contributions.
• 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).

Qualifications/special skills

Education:
University studies or equivalent level of education is required.
Additional training in in business administration, project management, procurement, or related field is desirable.

Professional experience and knowledge:
Essential
• A minimum of six (6) years of experience providing administrative support in a project management environment.
• Experience in the administration and implementation of contracts.
• Be familiar with IT tools (Suite Office in Microsoft, in particular, advanced excel).
Desirable
• Work experience within an international organization or a government in a civil aviation environment.
• Experience with project management tools.
• Knowledge of procurement processes.

Languages

• Fluent reading, writing and speaking abilities in English and Spanish is required.
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, or Russian) is desirable.

Additional Information

It should be noted that this consultancy is to be filled for a period of eleven (11) months, with possibility of extension.
Please note that the daily rate for this role will be CAD $248 (Band B).

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.