Resource Management Associate, CSG

Position Information

Post Title:

Resource Management Associate – CSG Consultant

IC Vacancy Notice:

2021/__/IC (JO _______)

Level:

Band B

Posting Period:

December 2021

Duty Station:

Montreal, Canada

Date for entry on duty:

As Soon As Possible

The Organizational Setting

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources by applying the highest standards of work ethics and conduct, and by using results based management skills and tools to support the Organization in implementing its Strategic Objectives in order to serve all stakeholders of the world aviation community.

 

The Conference, Security and General Services Section (CSG) of ADB is mainly responsible for event management and services, building administration and security management of the premises as well as document management and distribution services to the Organization. The role of the incumbent is that of budgetary and financial control. The Resource Management Associate is responsible for budgeting and for the planning, coordination and management of CSG financial activities . The incumbent ensures the smooth, accurate, and timely operation of financial transactions, and provides timely and accurate financial analyses through management reports and makes strategic financial management recommendations.

The Resource Management Associate reports directly to the Chief, Conference, Security and General Services Section who assigns tasks, decides on priorities and projects, budget and procurement matters. In addition to working with CSG staff, the incumbent  also works closely with Finance, Procurement as well as the Office of the Director of the Bureau of Administration and Services (D/ADB).

Organization
Secretariat
Position Level (Grade)
B
ICAO Duty Station
Montréal
Country
Canada
ABW Post Reference
2021/__/IC (WO - AD063)

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 to C/CSG in order to facilitate the completion of tasks assigned by ADB, 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 other sections on resource management related tasks, often under tight deadlines.
  • Researches, compiles, analyses, and summarizes statistical tasks on resource management-related topics; escalates issues to C/CSG; liaises with Human Resources Sections, Finance Branch and Procurement Section in arranging administrative procedures.
  • 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 governing bodies or senior management in aspects of resource management.

Function 2 (incl. expected results)

Manages CSG Procurement activities, achieving results such as:

  • Acts as procurement associate for CSG: 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 Building Management projects status, contracts and payment of invoices.
  • Supports management of contacts with suppliers (including PSPC)  and ensures timely payment of invoices.

Function 3 (incl. expected results)

Leads, and prepares Budget and Financial plans, 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 direction and advice to managers on the budget preparation process.
  • Attends and participates in management meetings related to CSG budget and prepare 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.

Function 4 (incl. expected results)

Prepares and Manages Financial Reports, achieving results such as:

  • 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 with Agresso Business Support staff and relevant sections.

 

Function 5 (incl. expected results)

 Provides strategic financial advice and guidance with regards to Operational Plans and Key Performance Indicators,achieving results  such as:

  • Provides guidance on CSG Operational Plans, ensuring timely and standardized submission; review, appraisal and revision of submissions, as necessary, to ensure compliance with guidelines and Bureau objectives;
  • Coordinates and compiles key performance indicators to monitor programme implementation at all stages and to ensure work is proceeding according to established plans; assists C/CSG in the formulation of key performance indicators and on the interpretation of activities/services scheduled in the Operational Plans.
  • Monitors new projects through their lifecycle against cost projections in order to track their performances.

 

Function 6 (incl. expected results)

  Assists project management activities,achieving results such as:

  • Supports projects and assists Project Managers and Senior Users on the day-today project stages, including design, analysis, development and deployment.
  • Simplifies and consolidates processes for service requests, in order to propose a unified process (entry point) for clients
  • Defines and collects requirements, identifies and suggests possible solutions, integrates stakeholders’ needs and expectations during the planning phase of projects.
  • Prepares documentation for projects (Terms of reference, business cases, proposals and procurement related forms).
  • Supports green and sustainable meeting projects if required.
  • Completes assigned projects keeping the deadline and budget in mind.

 

Function 7 (incl. expected results)

  Performs other duties as required:

  • Drafts documentation related to CSG budget and resource management activities.
  • Drafts summaries/minutes of meetings on resource management aspects chaired by C/CSG.
    • Liaises and interacts with officials from all levels, including representatives from Delegations, Member States and others,   according them appropriate treatment.

Qualifications and Experience

Educational Background

Essential

Bachelor or Master’s degree in management, business administration, financial management, statistics, or related fields. Additional training or certification in project management, business administration, IT, statistics, finance and budget management would be an asset.

Professional Experience and Knowledge

Essential

  • At least seven years of relevant experience in the field of public or private administration.
  • Strong knowledge of resource management activities, practices and procedures. Demonstrated knowledge in the use of comprehensive enterprise resource planning (ERP) systems. Good knowledge of the formulation, implementation and monitoring of key performance indicators and knowledge of all aspects of programme performance reporting and monitoring.
  • Strong computer skills and extensive knowledge of MS Office. Knowledge in advanced statistical, project and performance management software an asset. Certification in PRINCE2, or similar, desirable. Ability to research a subject thoroughly and to develop a clear and logical presentation of ideas. Strong coordination and communication skills, initiative and proactive approach to tasks. Sound judgement, thoroughness, accuracy, attention to detail and flexibility.
  • Experience in and understanding of the international environment and dealing with sensitive and confidential matters.

 

Desirable

  • Experience within ICAO or UN environment would be an advantage.

Language Skills

Essential

  • Fluent reading, writing and speaking abilities in English.

 

Desirable

  • A working knowledge Arabic, Chinese, French, Russian, or Spanish.

 

Competencies

Professionalism:  Strong verbal and written communication skills and clear articulation of complex issues and problem-resolution skills a must. 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.

 

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 the 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 the client.

Conditions of Employment

It should be noted that this consultancy is to be filled for an initial period of 12 months with a possibility of an extension. This is a full-time position.

Please note that the daily rate for Band B varies from $248 to $392.

How to apply

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers-new.icao.int.

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.