Overview
The Associate Administrative Officer contributes to the development of an HR customer service-oriented culture by implementing HR policies, staff administration, and workforce planning. The role plays a critical part in translating operational needs into workforce action and individual development.
Key Responsibilities
- Apply and implement procedures, standards and tools in accordance with ICAO policy decisions and practices.
- Organize and manage assigned resources to provide timely and effective service delivery.
- Oversee the design and implementation of procedures for compliance with ICAO HR management, procurement processes and ICT functionalities.
- Manage all administrative and physical arrangements for the hybrid work environment.
- Coordinate and work closely with the management team and relevant HQ units on administrative matters.
- Support ATB staff in the coordination of meetings at ICAO HQ.
- Prepare reports and correspondence, and maintain records related to administrative matters.
- Plan and implement control mechanisms for administrative services.
- Review, research, verify and reconcile a variety of data and reports.
- Draft correspondence and elaborate internal procedures related to budgetary, financial, human resources and other administrative matters.
- Train staff members on general administrative and HR matters and provide advice and administrative support.
- Research administrative and financial data sources and prepare regular, analytical and ad hoc administrative information and recommendation.
- Propose responses to and track the implementation of agreed internal and external audit and evaluation recommendations.
- Facilitate and coordinate the effective provision and availability of office automation and ICT functionalities.
- Facilitate training sessions on any new processes to be introduced.
- Promote ATB compliance with ICAO HR policies and provide interpretation of rules, regulations, guidelines and principles to staff.
- Prepare yearly training plan for ATB staff.
- Compile and review documents related to personnel actions.
- Monitor recruitment activities established in accordance with the ICAO HR Action Plan.
- Implement and keep current the HR Action Planning tool.
- Ensure on-boarding, induction, re-integration into the workplace and provide off-boarding support.
- Facilitate timely and effective arrangements for staff assignment and repatriation.
- Serve as focal point on all HR-related procedural matters.
- Act as family focal point for ATB, ensuring support and guidance to staff.
- Provide advice to staff with respect to conditions of service, duties and responsibilities, and privileges and entitlements.
- Prepare necessary documentation related to classification and recruitment processes.
- Participate in the preparation of the short list of candidates for Professional positions.
- Support hiring managers in preparing interview questionnaires.
- On behalf of the D/ATB, participate as an observer/chairperson during interviews for Professional positions.
- Guide and assist staff on performance management and staff development-related matters.
- Contribute to the development and evolution of the ICAO People Strategy, and other relevant HR policies, procedures and guidelines.
- Support change management initiatives in ICAO and manage their implementation in relation to ATB.
- Prepare information and analytical reports and dashboards to monitor budgetary allocations.
- Pre-certify, against the approved budget, all financial expenditures.
- Monitor and control budgetary allocations, identifying deviations from plans, proposing corrective measures and adjustments.
- Review and make recommendations with respect to the finalization of analytical budget performance reports.
- Follow up on Action Plans to implement agreed recommendations arising from Audits conducted in ATB.
- Prepare financial statements, management reports and monthly cash reports.
- Develop and advise on performance tracking procedures.
- Review and control all proposed payments entered in the ERP financial system.
- Research and prepare information and reports, audit and other analytical reports and dashboards.
- Prepare financial analyses and presentations.
- Draft replies to queries of a financial nature for the ATB funds and collaborate on responses to the Internal and External Auditors.
- Coordinate the preparation and scheduling of working papers and reports of an administrative nature.
- Contribute to the formulation of the ATB Business Plan.
- Provide support in the formulation of key performance indicators and on the interpretation of activities/services scheduled in the Operating Plan.
- Participate in the implementation of the Operating Plan.
- Review and provide input on MoUs and Agreements.
- Provide input on and/or prepare ATB HR related working papers.
- Track the implementation of agreed internal and external audit and evaluation recommendations.
- Provide support in the monitoring of key performance indicators of the business/operating plan.
- Maintain the ATB Risk Register and perform the regular updates.
- Performs other related duties, as assigned.
Required Experience
- A minimum of two (2) years of experience in administration, finance, human resources management, or a related field is required.
- Experience in the use of IT equipment and software, in particular MS Office (Excel, Word and PowerPoint) is required.
- Experience in using integrated automated systems for the management of human and financial resources is desirable.
- Experience in the implementation of procedures and practices relating to the organization of technical events/meetings is desirable.
- Experience in procurement, lnspira, Quantum and/or other ERP systems is desirable.
- Experience in an international setting such as a UN common system organization is desirable.
Qualifications
An advanced university degree (Master’s degree or academic equivalent) in business or public administration, finance, human resources, management, or a related field, is required. 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, may be accepted in lieu of the advanced university degree.
