Associate Administrative Officer, LPC at UNDP

Montreal, Quebec, Canada -

Full Time

Start Date

Immediate

Expiry Date

19 May, 26

Salary

56046.0

Posted On

18 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Planning, Budget Monitoring, Cost Recovery, Outsourcing Management, Human Resources Coordination, Recruitment, Procurement, ERP Systems, Financial Reporting, Stakeholder Management, Compliance, Administrative Coordination, Programme Support, Terminology Management, LPC Services

Industry

International Affairs

Description

The Organizational Setting Languages, Publications and Conference Management (LPC), within the Bureau of Administration and Services (ADB), promotes and coordinates the implementation of the ICAO Multilingualism Strategy. It provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish). It ensures the issuance of documentation to the Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from the Headquarters. LPC is also responsible for the management of conference services in conformity with ISO standards. LPC ensures the provision of streamlined translation, interpretation, editorial and reference/ terminology, document management and administrative and programme support services. It operates under the direct responsibility of the Deputy Director, Languages, Publications and Conference Management (DD/LPC). The incumbent reports directly to the DD/LPC, with whom s/he consults on complex/sensitive issues. The DD/ LPC also provides instructions on special tasks, as required. The incumbent coordinates different functions (budget, human resources, outsourcing, procurement, etc) and ensures continuity of support services, often with conflicting priorities. The incumbent performs the functions independently and provides advice and guidance to senior managers, supervisors and staff. S/He supervises the financial and procurement work of terminology and outsourcing assistants. Major duties and Responsibilities Function 1 (incl. Expected results) Coordinates and ensures strategic financial planning, proactive monitoring, and timely reporting to optimize resource utilization and support operational goals for Language, Publications, and Conference (LPC) services, achieving results such as: Monitor and align financial plans with LPC operating objectives and approved budgets to ensure fiscal compliance and efficiency. Analyze budget variances, identify trends, and recommend corrective actions to optimize resource allocation and cost-effectiveness. Collaborate with the Finance/Budget Office to verify figures, process fund transfers, and manage meeting budgets. Prepare accurate financial forecasts, requests for additional funds, and year-end submissions to support strategic decision-making. Develop analytical reports on budget performance and advise management on cost recovery strategies to maintain financial sustainability. Manage budgets for meetings, temporary positions, and non-budgeted activities, ensuring timely adjustments and approvals. Oversee consultancy and freelancer budgets, ensuring resource availability and continuity of operations. Review documentation for DD/LPC approval, coordinate freelancer registration in LPC’s Roster Management System, and maintain profiles in gDoc. Execute budget-related and documentation tasks requested by the Office of the Director, ADB, for management review. Prepare LPC submissions for inclusion in triennial budgets and business plans, ensuring alignment with organizational priorities. Compile and validate financial data for annual and triennial budgets and other reports requested by senior management. Provide guidance and oversee cost recovery for language services, coordinating with Budget Office and bureaus for off-budget activities. Generate regular reports detailing recoverable costs for translation, interpretation, and editorial services delivered for non-programme activities. Draft and issue cost recovery communications to stakeholders and follow up to ensure timely payments. Approve eMeets requests in compliance with ICAO programme meeting standards in collaboration with ICS/COS. Process financial transactions in ERP systems in accordance with ICAO financial regulations. Serve as LPC Budget focal point, addressing all budget-related queries and ensuring accurate financial oversight. Function 2 (incl. Expected results) Oversees financial and administrative outsourcing operations, managing budgets and ensuring compliance with established financial processes and standards, achieving results such as: Oversee allocation and utilization of regular outsourcing and extra-budgetary resources to maximize efficiency and ensure strict adherence to approved financial plans. Provide expert guidance to the outsourcing team members and resolve complex supplier issues, driving operational continuity and stakeholder satisfaction. Pre-certify ERP requisitions for compliance, ensuring financial integrity and accelerating approval workflows. Validate and process payment requests with accuracy, ensuring full compliance with ICAO regulations and timely disbursement of funds. Collaborate with Budget and Accounts Payable units to eliminate discrepancies and maintain seamless financial operations. Maintain and update supplier profiles in ICAO systems to ensure complete accuracy; guide external suppliers through ERP registration and proactively resolve issues to prevent payment delays. Function 3 (incl. Expected results) Coordinates HR processes to ensure efficient, timely recruitment and onboarding of staff and consultants, supporting organizational objectives, achieving results such as: Advise DD/LPC and section chiefs on recruitment matters and timelines, ensuring compliance with HR policies and alignment with organizational objectives. Interpret HR policies and provide expert guidance to managers and staff on best practices, ensuring compliance and maintaining workforce integrity through fair and transparent recruitment Draft and review job descriptions for Professional and General Services positions; coordinate with the Recruitment, Classification and Post Management Section to ensure accurate classification and timely processing. Pre-screen candidate lists, validate shortlists for compliance, and participate in interviews; prepare comprehensive reports for hiring decisions. Finalize recruitment packages for APB review and draft justifications to support hiring recommendations. Manage consultant recruitment under SSAs, including drafting Terms of Reference, processing contracts, and creating purchase orders in ERP systems. Oversee timesheet processing and payment for consultants and temporary staff, ensuring accuracy and timely disbursement. Maintain accurate supplier and consultant profiles in ERP systems; proactively resolve registration issues to prevent delays. Function 4 (incl. Expected results) Coordinates administrative services to ensure efficiency and compliance, achieving results such as: Plan and coordinate administrative arrangements for meetings, including budgeting, staffing, and ICT support to ensure seamless execution. Review, verify, and reconcile data and reports for accuracy and compliance with administrative rules and regulations. Develop, implement, and monitor internal procedures to enhance efficiency and ensure adherence to ICAO standards. Prepare analytical reports, recommendations, and business cases to support decision-making by DD/LPC and senior management. Provide support to Officer-in-Charge during DD/LPC absences to maintain operational continuity. Serve as focal point for LPC tasks, consolidating inputs, tracking implementation of ADB directives, and liaising with other bureaus and offices. Ensure availability of essential office tools and ICT functionalities for LPC operations. Provide guidance on HR rules and administrative instructions, ensuring consistent application and compliance across LPC sections. Assist in drafting administrative instructions and review documents for approval; maintain confidential LPC files. Function 5 (incl. Expected results) As the Procurement focal point, coordinates/initiates all procurement related activities, achieving results such as: As LPC’s procurement focal point, advise on procurement matters and compliance requirements. Assist in drafting Terms of Reference (TORs) for tenders and contribute to defining evaluation criteria. Collaborate with the Procurement Section (PRO) to ensure compliance with procurement rules and regulations. Raise requisitions within approved budgets, follow up on goods delivery, and process payment processing. Monitor supplier performance evaluations, as required. Function 6 (incl. Expected results) Performs other related duties, as assigned. Qualifications and Experience Education Essential An advanced-level university degree (Master’s Degree or academic equivalent) in business or public administration, finance, human resources, management, or a related field. A first level university degree, in combination with an additional two (2) years of qualifying experience in business or public administration, finance, human resources, management, or a related field. Desirable Certification in Prince 2 or similar qualification. Professional experience Essential A minimum of two (2) years of experience in administrative work, preferably within a UN agency, or another international organization. Experience dealing with sensitive and confidential matters. Desirable Experience in the use of Quantum, gDoc. Experience in Outsourcing procedures. Experience in Procurement procedures. 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: Knowledge of UN or International Organizations’ language services management tools, policies, procedures and practices; of ERP systems (Quantum), ICAO financial regulations, HR policies, and procurement standards, as well as the ability to analyze data and prepare reports for senior management. Ability to coordinate multi-functional activities—budget planning, cost recovery, HR recruitment processes, and procurement oversight—requiring analytical judgment and problem-solving skills. 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. 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. 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. Conditions of Employment It should be noted that this post is to be filled for an initial period of 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. 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-2 Rate Net Base Salary per annum + Post Adjustment (net) per annum(*) USD $56,046 USD $21,185 (*) Post Adjustment is subject to change. How to apply Interested candidates must complete an on-line application form. To apply, please visit: ICAO Careers website. 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.

Responsibilities

The role involves coordinating strategic financial planning, monitoring budgets, and overseeing resource utilization for Language, Publications, and Conference services, while also managing administrative functions like HR processes and procurement activities.