THE ORGANIZATIONAL SETTING

The Capacity Development & Implementation Bureau (CDI) provides advice and assistance in the development and implementation of projects across the full spectrum of civil aviation. This includes safety, security, environmental protection, and sustainable development of national and international civil aviation. Its technical assistance efforts are conducted under the broad policy guidance of the ICAO Assembly, Council, and Secretary General.
As part of ICAO, a specialized agency of the United Nations, the CDI can offer its services under most favourable and cost-effective conditions, and can guarantee strict neutrality, objectivity and transparency, as it does not represent any particular national or commercial interest. Its advice is therefore governed by objective technical and financial considerations.
The Field Operations 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 CDI products. The TCP provides advice and assistance to ICAO Member States in regard 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 of 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 CDI Quality Management System (QMS) certified under ISO9001:2015.
As FOS Associate Field Operations Officer, the incumbent will act as the Project Manager (PM) for CDI 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 CDI Sections and Units’ personnel. Supported by the Project Team, the Field
Operations Officer will be responsible for the CDI 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 Head of Unit can delegate his/her supervision of this position to any of the FOS Project Officers composing the Operations Team. 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.

Under the direct supervision of the Head of Operations Unit, manages the initiation and start‐up of projects for States/Organizations in accordance with CDI procedures, achieving results such as:

• Coordinates with the CDI Business Development Officer/s the interface with the State regarding new project opportunities and information about State’s action plans and requirements, when approaching new states/organizations.
• Coordinate with the corresponding ICAO Marketing Officer responsible to promote CDI activities regarding new opportunities.
• Manage 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, developing the corresponding outline business cases (OBC) and 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 CDI projects outputs, with the Regular Programme (Air Navigation Bureau –ANB, Air Transport Bureau –ATB, and Regional Offices –RO) if necessary and, when applicable with the CDI internal suppliers (Technical Specifications and Quality Assurance Unit for procurements activities, Field Personnel Section on what related to experts in the field, and ICAO Training Section on what relates to Training work packages).
• 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 CDI Sections and Units 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 CDI 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 CDI procedures

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Under the direct supervision of the Head of Operations Unit, manages the initiation and start‐up of projects for States/Organizations in accordance with CDI procedures, achieving results such as:

• Coordinates with the CDI Business Development Officer/s the interface with the State regarding new project opportunities and information about State’s action plans and requirements, when approaching new states/organizations.
• Coordinate with the corresponding ICAO Marketing Officer responsible to promote CDI activities regarding new opportunities.
• Manage 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, developing the corresponding outline business cases (OBC) and 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 CDI projects outputs, with the Regular Programme (Air Navigation Bureau –ANB, Air Transport Bureau –ATB, and Regional Offices –RO) if necessary and, when applicable with the CDI internal suppliers (Technical Specifications and Quality Assurance Unit for procurements activities, Field Personnel Section on what related to experts in the field, and ICAO Training Section on what relates to Training work packages).
• 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 CDI Sections and Units 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 CDI 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 CDI procedures.

Function 2 (incl. Expected results)

Under the direct supervision of the Head of Operations Unit, manages, in accordance with CDI 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 CDI 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.
• 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 with the support of field staff.
• 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‐CDI policies and procedures. In the case of project procurements, coordinating 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 counterparts’ expectations.
• Provide briefing to experts and training of recruited national field personnel as necessary, following CDI 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 CDI Units, ICAO Bureaus and Regional Offices, as described in the ICAO/CDI 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 3 (incl. Expected results)

Under the direct supervision of the Head of Operations Unit, 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 CDI procedures.
• In coordination with appropriate stakeholders, review project execution against project objectives to identify the best practices and lessons learned. Ensure lessons learned are communicated to management and incorporated in new projects.

Function 4 (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 CDI’s products and services (i.e. projects, IPAV 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 CDI and FOS Operating Plans.
• Contribute to the organization and attend regional or international workshops, conferences and seminars as required.
• Act as a 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 5 (incl. Expected results)