The Organizational Setting

ICAO's activities in the environment field aim to limit or reduce the impact of international aviation on noise, local air quality and the global climate. This position is situated in the Office of Environment (ENV), within ICAO’s Air Transport Bureau (ATB). ENV is responsible for the development of a range of standards, policies and guidance material and provides capacity building and assistance for the implementation of mitigation measures to achieve these objectives, including aircraft technology, operational improvements, the development and deployment of sustainable alternative fuels for aviation, and the use of market-based measures. The incumbent reports directly to the Deputy Director, Environment (DD/ENV) from whom s/he seeks appropriate direction and advice in the execution of new, unusual or complex tasks. S/he is expected to work independently and use own initiative. When necessary, requests for action by ENV are forwarded to the incumbent for evaluation and advice regarding appropriate action. S/he is expected to determine her/his own priorities based on the work in progress when faced with various conflicting requirements.

Major duties and Responsibilities

Function1 (incl. Expected results)

Serves as focal point for the Office of Environment in relation to budget, operational plan and cost estimates for activities related to the implementation of the ENV work programme, achieving results such as:

• Prepare initial cost estimates in ENV for planning purposes, respond to queries from officers, and adjust as required due to ongoing developments.
• Liaise with the Office of Director, ATB and FIN with regard to funding sources, expenditures incurred, as well as projected costs for ENV programmes.
• Review expenditure/allotment reports on ENV programmes, monitor adherence to approved allotments, and, when required, make recommendations to DD/ENV on redistribution of allotments to better match priority needs.
• Obtain from Officers their annual mission plans, prepare cost estimates and establish the travel plan for approval by DD/ENV, monitor implementation, ensure availability of funds, and propose adjustments to travel/mission plans, when necessary, to better meet requirements.
• Liaise with D/ATB’s Office on the operational plan both for ICAO Headquarters and with the Regional Offices concerning ENV programmes.

Function 2 (incl. Expected results)

Coordinates with FIN on the establishment and maintenance of associated records relating to the Environment Fund on voluntary contributions, and donations under Grant and other Agreements, from donor States and other Entities, achieving results such as:

• Assess status reports on programme implementation.
• Prepare cost/expenditure estimates for planning purposes.
• Liaise with FIN with regard to assignment of work orders and account numbers for ENV expenditures and ensure consistent application throughout ENV.
• In coordination with FIN, monitor expenditures of the Voluntary ENV Funds, and in coordination with Office of Director ATB, monitor expenditures of the Regular Programme Budget.
• Coordinate and follow up with HR and FIN to ensure that all administrative and financial arrangements relating to respective donors are established.
• Take action on requests received from donor States and Organizations concerning contributions to the Voluntary ENV funds and reply to all related enquiries.

Function 3 (incl. Expected results)

Assists DD/ENV and ENV Officers in monitoring and reporting on the progress of ENV work programmes/projects, achieving results such as:

• Develop graphs, tables, status reports and input for Working Papers.
• Assist in the preparation of ENV submissions for inclusion in the triennial budget and business plan of the Organization.
• Maintain and update the ENV operational plan and its programmes
• Advise DD/ENV and ENV Officers regarding priorities to be set for ENV publications and notifies ENV on changes in deadlines for relevant Working Papers, amendments to ICAO documents and publication of reports.
• Prepare forecasts of documentation and coordinate within ENV and with the Office of Director, ATB on documentation matters.
• Provide ENV input for Priority Board meetings.
• Serve as ENV focal point for administrative, financial and procedural matters related to environmental projects and liaise with HR, Finance and other Bureaus and Offices, as required.
• Serve as ENV focal point for administrative and procedural matters associated with ICAO Bodies and liaise with Office of Director ATB and other Bureaus and Offices, as required.
• Prepare and/or coordinate the preparation of correspondence, including emails, letters, State letters, reports, memoranda and minutes as required; and present them to DD/ENV or the relevant ENV Officer with comments, as necessary.
• Collaborate in the development and preparation of documentation, including reports, for the ICAO bodies.

Function 4 (incl. Expected results)

Coordinates with ENV Officers and assists them in identifying ENV requirements and terms of reference for secondment positions and consultancies, achieving results such as:

• Prepare requests and State Letters for transmission to States.
• Liaise and follow up with HR and FIN on administrative and finance arrangements related to secondment of experts from States.
• Prepare budget and cost estimates for the engagement of subject-matter experts (consultants) to work on short-term contracts for the ENV and initiate and prepare contract documentation, in consultation with ENV Officers and ENV Project Managers.
• Monitor and analyse actual expert costs against respective work programmes.

Function 5 (incl. Expected results)

Provides support to DD/ENV, as required, for the execution of specific projects, ad hoc assignments and requests for information received from outside the Branch, achieving results such as:

• Ensure the timely delivery of services related to ENV office management, human resources management, financial management and travel management in accordance with defined procedures and policy decisions and prepare related memoranda and correspondence for DD/ENV’s signature.
• Serve as ENV focal point for activities related to supporting the Office of Director, ATB on HR actions.
• Develop standard operating procedures and draft guidelines for ENV on operational and administrative issues.
• Provide advice and guidance to ENV professional and general service staff on administrative/financial/human resources/travel practices and procedures related to the execution of their tasks.
• Coordinate with Technical Associate, ENV, regarding the maintenance of material related to Annex 16 and other environmental documentation.
• Research and assemble material from a variety of sources, sometimes at very short notice, to support the work of ENV.
• Participate in the planning and development of the ENV programme activities, including potential ENV items for consideration by the ICAO bodies, establish schedules and coordinate ENV Branch input, monitoring follow-up action and implementation.

Function 6 (incl. Expected results)

Facilitates succession planning within ENV/ATB through corporate/institutional knowledge and information sharing, achieving results such as:

• Train junior programme associates within ENV, as necessary, on ICAO’s administrative and technical working methods, through accompanying on-the-job-training and/or mentoring activities. Maintain the required level of quality and efficiency by verifying the work performed.

Function 7 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

• A high school diploma.

Desirable

• A first-level university degree in administration/business/international relations or related area.

Professional experience

• Essential

• A minimum of seven years of relevant experience in administration.

• Experience in ICAO or within an international civil aviation work environment, or government.

• Experience with environmental aviation subjects and CAEP.

• Experience in office administrative procedures and practices, organization and maintenance of technical records and preparation of data for inclusion in documentation. Experience with the use of office automation tools.

Desirable

• Experience in the United Nations Common System.
• Experience with automated accounting systems.
• Experience with ICAO’s administrative and technical working methods in order to train junior programme associates.
• Experience with financial and human resources management.
• Experience in an international environment and experience in dealing with sensitive issues.

Languages

Essential

Fluent reading, writing and speaking abilities in English.

Desirable

• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

COMPETENCIES

Professionalism: In-depth knowledge of ICAO’s activities, practices and procedures; exhibits experience in monitoring financial allotments and expenditures; and possesses knowledge of Human Resources and Financial best practices and procedures. 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 : 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.

Technological awareness : Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Commitment to continuous learning : Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Conditions of Employment

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years.

Please note that this post is restricted to internal candidates.

Also note that this is a locally-recruited post and restricted to Canadian Citizens and Permanent Residents of Canada.