THE ORGANIZATIONAL SETTING

The Safety, Security and General Services Section (SSG) is responsible for the planning, coordination and management of security and office services, commissariat operations, rental of office space, inventory, as well as overall facilities management, including liaison with the building administration in relation to office management, maintenance and construction services, and distribution of publications and other documentation to the Secretariat, Delegations, meeting participants and other customers; management and provision of stationery supplies for the Secretariat.

Reporting directly to the Senior Construction and Facilities Management Associate (SCFMA), the incumbent will be responsible for the direction, coordination, implementation, execution, control and completion of assigned projects, ensuring consistency and compliance with Bureau of Administration and Services (ADB) policies, commitments and goals. This incumbent is responsible for completing projects on time, within budget allotments and to approved specifications. To this end, the incumbent performs a variety of tasks including, but not limited to, coordinating with stakeholders; setting deadlines; assigning responsibilities; monitoring and communicating the progress of the projects.

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Provides administrative support to ensure the logistics and resources allocation for project implementation in coordination with GFM, achieving results such as:

• Prepare or assist in reviewing projects’ requirements by analysing content of requests.
• Prepare or assist in drafting and/or sending e-mails and letters in order to provide a timely reply to stakeholders.
• Process requisitions for goods and/or services.
• Process Direct Purchase Orders (DPOs) in accordance with the ICAO Procurement Code, by raising requisition or ensuring completion of request.
• Coordinate with stakeholders regarding the collection and dissemination of data related to the project(s).
• Assist in the request for costing of projects, by coordinating with internal colleagues and PSPC.

Function 2 (incl. Expected results)

Prepares, or assists in reviewing and finalizing, project documents related to SSG activities, achieving results such as:

• Develop documentation related to the business of the SSG team.
• Maintain focus on process analysis with an understanding of technical problems and solutions and the relationship to the business environment.

Function 3 (incl. Expected results)

Contributes to the management, assignment and monitoring of tasks related to the preparation of reports and closing projects, achieving results such as:

• Maintain project tracking system by preparing draft reports as required.
• In support of the SCFMA, prepare or assist in reviewing correspondence including memoranda, reports, and working papers on a timely basis.
• Assist in the closing of operationally or financially completed projects in a timely manner, in accordance with ICAO procedures.
• In support of the SCFMA, ensure operational completeness of project activities and associated project terminal reports.

Function 4 (incl. Expected results)

Participates in coordination meetings for the preparation of a variety of Headquarters projects, achieving results such as:

• Preparation of project-related documents and implementation plans.
• Preparation and dissemination of up-to-date information to stakeholders on the availability of project-related activities and documentation.

Function 5 (incl. Expected results)

Performs other related duties as assigned, achieving results such as:

• Support GFM in ongoing daily provision of facilities service-related activities.

QUALIFICATIONS AND EXPERIENCE

Educational background

Essential

• A Diploma of College Studies (DEC) in architecture / drafting / project management or related field is required.

Desirable

• Certification in project management methodologies and tools; preferably Prince II and MS Projects.

Professional experience and Knowledge

Essential

• At least 2 years of relevant, professional experience in the field of facilities management / services.
• Ability to create space planning, read and interpret architectural plans as well as electrical and mechanical plans.
• Familiarity with contemporary Information Technology applications supplemented by in-depth knowledge of specific product: AutoCAD is mandatory.

Desirable

• Technical skills, creativity and good analytical skills.
• Strong organizational and time management skills.
• Exceptional communication skills – both written and verbal.
• Strong interpersonal skills.

Language Skill

Essential

• Fluent reading, writing and speaking abilities in English and French.

Desirable

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

CONDITIONS OF EMPLOYMENT

This post is initially offered for a period of one (1) year- ongoing. Renewal may be granted on a year-to-year basis, subject to availability of funds, operational needs, and satisfactory performance of the consultant. The consultant is expected to work full-time, five days a week, from 9:00 AM to 5:00 PM. A minimum of three days per week in the Montreal office is required, subject to alternate work arrangements as approved by the Organization. Occasional evening and weekend work may also be required.

As a consultant, this position does not include paid vacation or holiday days, insurance, or pension benefits. Consultants will not be compensated for vacation days, sick leave, or national holidays. The monthly rate for Band A ranges from CAD 3,991 to CAD 5,172, with a daily rate of CAD 186 to CAD 248.

Employment income from UN agencies is tax-exempt in Canada.

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit ICAO”s e-Recruitment website at: ICAO Career 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.