Programme Administration Associate
JOB DETAIL
The Global Aviation Training (GAT) Section in the Capacity Development and Implementation (CDI) Bureau is responsible for the planning, management and coordination of all ICAO aviation training activities ensuring the efficient, effective and harmonized implementation of the ICAO Civil Aviation Training Policy and the response to training needs of Member States, international and regional organizations, aviation industry and other partners. The GAT Section is the ICAO focal point of contact for all training and associated activities.
The work is carried out under the supervision of the C/GAT (Chief Global Aviation Training Section). Assignments are well defined and closely supervised, with the latitude to exercise judgment and identify alternative solutions within the context of internal guidelines and procedures. The Programme Administration Associate provides guidance to other General Service staff on financial and administrative processes related to GAT activities undertaken in all ICAO Regions.
The Programme Administration Associate is responsible for executing a range of administrative management support activities for GAT, and accountable for providing services related to general administration, finance, human resources, supply and asset management.
Ensures efficient and effective administrative management for the Section, achieving results such as:
- Support the C/GAT on all administration, financial and human resources matters.
- Ensure full compliance of administrative activities with rules, regulations, policies and strategies.
- Support administrative business processes mapping and elaboration of internal standard operating procedures (SOPs).
- Develop proposals and implementation of cost saving and reduction strategies in consultation with the C/GAT.
- Implement control mechanisms for administrative services and the maintenance of administrative control records such as commitments and expenditures.
- Ensure adherence to the Administrative Instructions on records management, event management, meetings and all other instructions related to the implementation of the ICAO Civil Aviation Training Policy, Training Pricing Policy, Scholarship and other GAT programmes.
- Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
- Draft correspondence and internal procedures related to budgetary, financial, human resources and administration matters.
- Interact with ICT and Building Services to facilitate the installation, movement and re-arranging of GAT’s office space.
- Coordinate and prepare administrative team results-oriented work plans. Brief staff members on general administrative matters, and provide advice and administrative support.
- Provide regular and ad hoc administrative information to the C/GAT to support informed decision-making.
Function 2 (incl. Expected results)
Ensures efficient and effective management of the Global Aviation Section on financial activities, achieving results such as:
- Ensure financial resources are fully and properly accounted for and that internal financial control systems are adequate and functioning.
- Monitor and advise the C/GAT on the financial status of projects and activities (including pending and approved budgets; funds confirmed but not yet available for expenditures; funds available for expenditure and funds already expended) through monthly reports.
- Certify that financial transactions are in compliance with regulations, rules, policies and procedures.
- Set up proper accounting procedures and systems, internal financial controls having regard to the specific requirements of the Section.
- Liaise with Finance on all issues related to payments, including the issuance of financial statements to TPP Members.
- Administer financial implementation of GAT responsibilities concerning training implementation support and voluntary contributions programmes.
- Ensure procurement and contract work are executed according to specifications and terms of contracts; and that required payments are released in a timely manner.
- Develop, implement and manage a mechanism to track/monitor annually planned procurement actions (procurement list).
- Participate in the preparation of yearly and triennium budget, audit, sales and other monthly reports and dashboards.
- Participate in the pricing review of GAT training activities, including the TPP.
- Ensure the execution, processing and follow-up on administrative and financial actions with regards to external funding for implementation support projects, including compliance to the reporting requirements of funding agencies.
Function 3 (incl. Expected results)
Ensures efficient and effective management of the Section’s human resources activities, achieving results such as:
- Administer day-to-day HR issues in close collaboration with HR.
- Ensure regular monitoring of and timely follow-up on HR actions e.g. staff renewals, consultancy contracts, timesheets and attendance, including the use of HR systems such as ERP and PACE.
- Implement and maintain management information systems for the Section’s HR activities.
- Develop, implement and manage a mechanism to track/monitor staff training (training list).
- Support knowledge building and knowledge sharing and organize training for the operations/project staff on administration matters.
- Provide regular and ad hoc human resources information to the C/GAT to support decision-making.
Function 4 (incl. Expected results)
Support GAT Management in the preparation of Business Plans and financial reports to ensure that forecasted incomes and expenditures are met, achieving results such as:
- Contribute to the development of triennium Business Plans and their yearly updates for all activities under the portfolio of GAT.
- Coordinate with FIN the establishment of a financial structure of all activities under the portfolio of GAT, and its implementation, including monitoring of incomes, expenditures and cash flow and prepare regular status reports to GAT Management.
- Prepare and deliver invoices generated by FIN, ensure the validity and accuracy of accounting records, follow up with FIN on monthly and year end closures, and ensure that all pending transactions are processed before year end closings.
- Follow up on outstanding payments in order to minimize financial risk.
Function 5 (incl. Expected results)
Ensures efficient and effective supply and assets management, achieving results such as :
- Coordinate assets management for the Section.
- Ensure that assets such as laptop computers, mobile projectors, smart boards are safeguarded at all times.
- Maintain proper inventory control and supervise the proper issuance of inventory items and supplies.
- Initiate timely preparation and submission of periodic inventory reports, and the execution of physical verification of inventory items.
- Ensure the provision of reliable and quality office supplies.
Performs other related duties, as assigned.
High school diploma or equivalent is required.
Desirable
A first-level university degree in business administration, or related area.
Additional training or certification in office management, public and business administration, or related areas.
Essential
- A minimum of 6 years’ of progressively responsible administrative, finance and human resources experience.
- Experience in dealing with sensitive and confidential matters.
Desirable
- Experience using the latest information technology (IT) software applications, ERP system.
- Experience in training activities, practices and procedures, and of all administrative aspects of the Organization.
- Related experience within an international organization or a government.
- Experience in the use of Aviation Training and Capacity Building terminology.
- Experience with training management software and website maintenance using SharePoint.
- Experience in managing a work team.
- Fluent reading, writing and speaking abilities in English.
- A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
Professionalism: Strong knowledge of administrative procedures, as well as office automation applications and maintenance of records; strong computer skills and extensive knowledge of MS Office. 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.
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.
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.
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.
