Within the Capacity Development and Implementation Bureau (CD, the Global Aviation Training (GASection is responsible for the planning, management and coordination of all ICAO aviation training activities ensuring the efficient, effective and harmonized implementation of the ICAO Civil Aviation Training Policy and the response to training needs of Member States, international and regional organizations, aviation industry and other partners. The GAT Section is the ICAO focal point of contact for all training and associated activities. It comprises three units: Training Operations (TO, Training Assessments and Consultancy (TA, and Training Design and Development (TD.

The incumbent reports to the Partnerships Management Officer, who is responsible for assigning tasks, deciding on priorities, and providing instructions on special tasks. The incumbent works closely with other officers from GAT and CDI, as well as ICAO officers and managers from other bureaus and regional offices.

Process Fellowship awards, achieving results such as:

• Prepare fellowship cost estimates (allowancesDSA, Ad Hoc and Stipend rates, air tickets, tuition, insurance premiumfor earmarking of funds, ensuring timely certification of funds following CDI procedures.
• Input all cost estimates into ERP Financial System.
• Prepare Travel Authorization (if necessarand Agency Service Request (AS, Payment Authorizations and Fellowship DPOs for all payments in ERP.
• Prepare Award of Fellowship and subsequent emails, as well as rejection letters.
• Prepare any changes/amendments/cancellations and instructions to fellows, Regional Offices, ICAO Projects.
• Receive and process invoices covering tuition, etc. for onward transmission to ICAO’s Accounting Services Section (ASfor payment.
• Follow up with relevant internal and external stakeholders regarding any pending issues.
• Prepare routine responses to incoming mail to process fellowships in a timely manner by drafting and/or sending emails, letters, or participating in teleconferences, etc.
• Review and circulate for signature fellowship awards, payment authorizations, ASRs and stamp and sign invoice for payment of training fees, assuring accuracy of financial information and instructions contained in the awards and authorizations.
• Review and circulate for signature Travel Authorizations for the purchase of air tickets for fellowship recipients. Coordinate the itineraries with Travel Office.
• Assist in the periodical Fellowship Statistics and reports for Annual Report to the Council and Assembly.
• Assist in formatting statistical data on fellowships.

Provides support to the Partnerships Management Officer regarding fellowships projects for the States/Organizations, achieving results such as:

• Draft and send emails and letters related to new requests from State and reply to States confirming the approved or suggested changes to Agreements/Project Documents.
• Coordinate the provision of inputs to develop work plans and schedules with the Partnerships Management Officer.
• Coordinate the development of project budgets with the Partnerships Management Officer.
• Monitor Agreements/Project Documents to be signed, flag delays, and recommend appropriate solutions to overcome identified deficiencies.
• Circulate for approval draft documents and agreements, ensuring completion of signature process within ICAO and send signed documents to the States.
• Draft and circulates Notes for File and Handover Notes.
• Upload new signed project documents in Share Point / system.
• Collect technical and financial information on projects under development to contribute to GAT reporting (pipeline expected implementation, State briefings, statistics on projects under developmen.
• Ensure proper documentation and records of project’s development activities following CDI Procedures.

Supports the establishment and management of training and educational partnerships with third parties, achieving results such as:

• Supports the production and development of partnerships Memoranda of Understanding (MoUand similar agreements entered between GAT and third parties (e.g. States, international organizations, industry and academion trainingrelated matters.
• Supports the finalization and submission of MoUs and similar agreements to the Committee on Cooperation with External Parties (CCE.
• Ensures all proposals have been duly coordinated with other relevant Bureaus/Offices, as appropriate, and reviewed by the Legal Bureau (LE, prior to submission to the CCEP.
• Establish and manage a centralized inventory of Partnerships Training Packages agreements in coordination with Legal Bureau.
• Contribute to the development, monitoring and reporting on performance of GAT partnerships.
• Monitor incomes, expenditures and cash flow, and prepare regular status reports, under the guidance of the Partnerships Management Officer
• Ensure the validity and accuracy of accounting records and ensure that all pending transactions are processed before year end closings.
• Ensure followup on outstanding payments with TRAINAIR PLUS Partners hosting training and academic programmes to minimize financial risks.
• Prepare payment requests and followup to ensure completion of requests.
• Supports the development and implementation of a Quality Management System (QMfor TRAINAIR PLUS Partnerships following CDI Procedures.
• Coordinate the implementation of the training portfolio with academic institutions for undergraduate and post graduate programmes.
• Process recruitment of technical experts (i.e., course developers, course validators, etc.) as per GAT rules and regulations and through appropriate channels.

Supports the implementation of training assessments and consulting services activities, achieving results such as: 

• Coordinate with assessors regarding the training needs of assessed training centres to assist in training implementation.
• Assist training centres and assessors in queries and requests for information regarding assessments.
• Coordinate and generate the assessment mission costs invoicing and generate the assessment invoices.
• Update the TRAINAIR PLUS electronic Management System (TPeMwith information regarding assessments and monitor payment with Civil Aviation Training Centres (CATCand the Finance Department.
• Update GAT’s schedule and system of assessments.
• Prepare contract and travel arrangements for consultants.
• Monitor the provision of requested information to complete assessors’ missions and process payments.
• Coordinate the development of project budgets for consulting services.
• Update the TRAINAIR PLUS electronic Management System (TPeMwith information regarding consultancy services and monitor payment with customers and the Finance Department.
• Ensure the validity and accuracy of accounting records for assessments and consulting services and ensure that all pending transactions are processed before year end closings.
• Coordinate within CDI to ensure proper followup on identified business opportunities with other CDI Sections.

Perform other duties as assigned.

The incumbent of the position provides support to GAT Officers in the administration/processing of fellowships and partnerships, as well as in the development, implementation, and closure of projects and training programmes in cooperation ICAO Bureaus and Offices, and other stakeholders related to the programme.

Essential

A diploma of College Studies (DEor equivalent level of education.

Desirable

A first level university degree in administration, social sciences, international relations, or related area. Additional training or certification in office management, public and business administration field, or related areas.

Essential

• A minimum six years of experience providing administrative support in a project management environment.
• Experience in use of IT tools (Suite Office in Microsof.
• Experience in project or mission planning and organizing.

Desirable

• Experience in a civil aviation environment, is an asset.
• Work experience within an international organization or a government is an added value.
• Experience with project management tools.

Essential

The work requires fluent reading, writing and speaking abilities in English.

Desirable

Knowledge of any of the following languages of the Organization (Arabic, Chinese, French, Russian, and Spanis.

It should be noted that this consultancy is to be filled for a period of six (6) months, with possibility of extension.

Please note that the daily rate for Band B varies from CAD$ 248 to CAD$ 392.