Field Operations Officer

Posting Title: Field Operations Officer, P3

Job Code Title: Technical Officer

Organization: International Civil Aviation Organization (ICAO)

Duty Station: Montreal, Canada

Posting Period: 07 July 2023 - 12 August 2023

Job Opening Number: 23-Aviation-ICAO-213393-R-Montreal (R)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Field Operation Section (FOS) is responsible for the development, execution, monitoring, reporting and closure of projects contained in the Technical Cooperation Programme (TCP) as well as for the implementation of other TCB products. The TCP provides advice and assistance to ICAO Member States in regards to the ICAO Strategic Objectives, in accordance with ICAO’s related Standard and Recommended Practices and Procedures (SARPs) and ICAO’s Regional Plans.

FOS executes the TCP by developing and implementing projects under the “One-Single Process” (OSP) approach, which is aligned with project management practices. The OSP consists on a seamless and results-based end-to-end methodology for the management of projects by enhancing its service orientation and providing greater value to Member States and related stakeholders. All this, ensuring its adherence to ICAO policies and regulations and TCB Quality Management System (QMS) certified under ISO9001:2015.

As FOS Field Operations Officer in aviation and environmental protection, the incumbent will act as the Project Manager (PM) for TCB projects under the TCP, being in charge of their respective assigned set of projects, leading the respective Project Teams set up to this effect following the “One Single Process approach”. Project teams are composed of other TCB Sections’ and Units’ personnel. Supported by the Project Team, the Field Operations Officer will be responsible for the TCB project development, implementation and closing. She/he will be responsible to ensure that the projects under her/his responsibility produce the required outputs within the specified tolerances of time, cost, quality, scope, risk, and benefits. The incumbent also participates actively in the preparation of the different types of project progress reports, as well as in the identification of lessons learned and best practices.

The incumbent reports directly to the Head of her/his respective Operations Unit, with whom she/he consults on complex issues, when required. The incumbent supervises staff members directly assigned by FOS under her/his direct responsibility to support him/her in project management, providing coaching and guidance if necessary. She/he also prepares performance evaluations, delegates and assigns tasks, and decides priorities. The incumbent coordinates directly with the State, project team members and focal points assigned by Sections.

Responsibilities

Function 1 (incl. Expected results)
Identifies, develops and implements capacity-building activities related to aviation and environmental protection, achieving results such as:
• Research, analyse and synthesize information in support of developing a TCB strategy in aviation and environmental protection.
• Identify States that require assistance in relation to aviation and environmental protection.
• Identify consultants and experts available to aviation and environmental protection projects and related activities.
• Promote the sustainability and ensure the proper execution of the different initiatives in aviation and environmental protection.
• Draft and review project progress reports and outputs, elaborate project proposals, project budgets and financial reports, project work plans, and participate in the qualification of project experts.
• Develop, maintain and strengthen effective work relations with international and regional organizations and, when necessary, prepare and coordinate cooperation agreements to support the TCB strategy on aviation and environmental protection.
• Identify sources of donor funds to support implementation of the TCB strategy on aviation and environmental protection.
• Organize and coordinate meetings with donors.
• Liaise with donors in the development and execution of projects. Conduct research for current, potential and future donor capacity-building projects in the area of aviation and environmental protection.

Function 2 (incl. Expected results)
Manages the initiation and start-up of projects for States/Organizations in accordance with TCB procedures, achieving results such as:
• Interface with the State regarding new project opportunities and information about State’s action plans and requirements.
• Coordinate with the corresponding ICAO Marketing Officer responsible to promote TCB activities regarding new opportunities.
• Manage the information flow and communication with States, at the appropriate level, regarding new requests.
• Prepare framework agreements and submit for their approval and countersignature.
• Perform technical assessments and analyses of States’ needs and develop an implementation approach to address them in a prioritized manner.
• Develop project documents and project revisions, ensuring that they indicate the desired project scope, cost, timescale, quality, risk, and benefits to meet States’ requirements.
• Coordinate relevant inputs to the project, for example the Technical Quality Assurance process for TCB projects outputs, with the Regular Programme (Air Navigation Bureau –ANB, Air Transport Bureau –ATB, and Regional Offices –RO) if necessary.
• Interface with ANB, ATB, ROs and the Legal Bureau (LEB) and Finances (FIN) at the appropriate level, regarding new project opportunities in relation to USOAP/USAP audit results and the development of project documents, as appropriate.
• In coordination with TCB Sections and through their designated focal points for the respective project teams, develop terms of reference, job descriptions, project budget, timelines, performance criteria and project work plans, in accordance with TCB procedures.
• Address impediments that arise during the project development, and escalate issues to the Head of the Unit, balancing responses with an acceptable level of quality in a timely manner.
• In consultation with the Head of Unit, set priorities for her/his project team to provide timely responses to key stakeholders, resulting in the overall successful development of the project.
• Ensure that as a PM, relevant documentation during the project cycle is managed diligently; ensuring proper documentation and records are filed, in compliance with ICAO Regulations and TCB procedures.

Function 3 (incl. Expected results)
Manages, in accordance with TCB procedures, the implementation of projects, achieving results such as:
• Lead the implementation of projects’ progress, controlling subsequent phases, managing the outputs/products delivery and the different stage boundaries. If required, prepare, review, and finalize additional project documentation. Ensure that the project implementation phase process is in compliance with TCB key performance indicators.
• Oversee project work plan; in coordination with field staff, manage project monitoring and control, ensuring that projects are implemented within the specified tolerances of time, cost, quality, scope, risk, and benefits, as agreed in the project document.
• Supported by field staff, manage the production of the required project outputs, taking responsibility for overall progress and use of resources and initiating corrective actions where necessary. Ensure lessons learned are communicated to management and incorporated in new project stages.
• Act as the designated responsible focal point for the provision of information and inputs related to the management of the project.
• Prepare, plan and oversee project monitoring, and prepare annual mission plans and conduct missions.
• Coordinate periodic maintenance of project budgets to ensure proper analysis of expected implementation as well as monitor contributions ensuring proper project funding.
• Coordinate the processing of project requests (local and international recruitment, local and international missions, fellowships, etc.), following ICAO-TCB policies and procedures. In the case of project procurements, coordinate with the Procurement Section and the Technical Support Unit, the preparation and implementation of project acquisition plan(s) ensuring that local and international services and goods are processed on time and fulfilling counterpart’s expectations.
• Provide briefing to experts and training to recruited national field personnel as necessary, following TCB procedures.
• Provide information on projects (i.e. project progress reports, project expected implementation, State briefings, statistics on active projects, among others), as may be requested.
• Coordinate and address issues that may arise during the project implementation phase, and escalate issues to the Head of the Operations Unit, balancing responses with an acceptable level of quality in a timely manner.
• Coordinate with other TCB Units, ICAO Bureaux and Regional Offices, as described in the ICAO/TCB procedures, the Regional Office Manual and the Quality Assurance processes, when applicable.
• Review and provide advice to the field staff and States’ counterparts on the draft technical project deliverables, in coordination with the Regular Programme before their subsequent clearance where necessary.
• Ensure that project risks are identified, assessed and controlled throughout the entire project lifecycle, using the Risk Management Plan for the project.

Function 4 (incl. Expected results)
Manages the closure of projects, achieving results such as:
• Recommend the closure of projects.
• Coordinate all steps required to close a project, in accordance with TCB procedures.
• In coordination with appropriate stakeholders, review project execution against project objectives to identify best practices and lessons learned. Ensure lessons learned are communicated to management and incorporated in new projects.

Function 5 (incl. Expected results)
Supports the administrative aspects of the Section, Unit, and meetings, achieving results such as:
• Support, upon request, the development and implementation of TCB’s products and services (i.e. projects, IPAV, iPACKs, GAT training packages, and others), as well as participating in its enhancement, when necessary.
• Contribute to the implementation of the FOS Operating Plan, as required.
• Ensure her/his contributions comply with the KPI set in TCB and FOS Operating Plans.
• Contribute to the organization and attend regional or international workshops, conference and seminars as required.
• Act as focal point in various ICAO working groups, conferences, committees, etc. as required.
• Prepare, review, and finalize working papers, information papers, and/or presentations in her/his area of responsibility for regional meetings, as required.
• Provide input supporting continuous improvement, on policies, processes, ISO procedures and concepts as required.
• Ensure Performance and Competency Enhancement (PACE) Reports of the staff assigned, are completed on time.

Function 6 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Good knowledge of ICAO and the aviation and environmental protection Standard AR Practices; ability to formulate concrete recommendations that are practical to needs of the Member States in terms of environment; good knowledge of ICAO and the Technical Cooperation Programme; good knowledge of the Chicago Convention, its Annexes and relevant technical ICAO documents; sound knowledge in project management techniques, and familiarity with ISO 9001 Quality Management System; 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.

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.

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.

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.

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.

Education

A first-level university degree in environment, engineering, aviation, management, business administration, or in a related field is required.

Job - Specific Qualification

Project Management Certification (e.g. PRINCE2, PMP) is desirable.

Work Experience

• A minimum of six (6) years’ experience, at progressive levels of responsibility in the area of environment and aviation, with evidenced experience in project management, professional services, and administration of technical assistance/cooperation within a civil aviation authority and/or international organization and/or a relevant industry is required.

• Experience in project management practices is required.

• Experience working in an aviation environment or a relevant industry is desirable.

• Experience in an international setting such as the United Nations Common System Organization is desirable.

• Experience working with global or regional organizations or donor/financial institutions for resource mobilization and for the provision of technical assistance is desirable.

• Experience working with Quality Management Systems is desirable.

Languages

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

Assessment

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

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.

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, in accordance with the provisions of the ICAO service code (Staff Regulations).

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 P-3 Rate : Net Base Salary per annum + Post Adjustment (net) per annum(*)
USD 64,121 USD 32,253
(*) Post Adjustment is subject to change.

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.

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