Associate Administrative Officer

Organizational Context

The International Civil Aviation Organization (ICAO) Air Transport Bureau (ATB) supports ICAO's strategic goals related to aviation safety, security, environmental sustainability, and economic development. The Bureau provides expert assistance to various committees and develops international standards and policies. The Associate Administrative Officer role is within ATB, reporting to the Director, and focuses on HR, administration, and financial management to support the Bureau's operations and staff.

Job Purpose

The Associate Administrative Officer plays a critical role in fostering an HR customer service-oriented culture within the Air Transport Bureau (ATB) by translating operational needs into workforce actions and development plans. This position is responsible for implementing HR policies, managing staff administration, office allocation, workforce planning, recruitment, and talent development, with a focus on inclusion, diversity, and gender equality. The role also involves monitoring ATB's financial budgets, overseeing and coaching General Service staff, and providing administrative supervision. The incumbent reports directly to the Director, ATB, and works independently to offer comprehensive administrative support to all ATB entities and sections, collaborating closely with ATB leadership and other ICAO departments.

Responsibilities

The Associate Administrative Officer leads and coordinates administrative services for the Air Transport Bureau (ATB), ensuring compliance with ICAO policies and procedures. This includes managing resources for effective service delivery, overseeing HR management, procurement, and ICT functionalities, and arranging administrative support for hybrid work environments. The role involves coordinating with management and HQ units, supporting staff with meeting arrangements, and maintaining administrative records. Responsibilities extend to HR management, including promoting policy compliance, interpreting rules, preparing training plans, monitoring recruitment, and facilitating staff onboarding and repatriation. The officer also serves as a focal point for HR procedures and staff welfare. Financial responsibilities include coordinating budget planning, control, and management, preparing financial reports, monitoring expenditures, and ensuring compliance with financial regulations. The role contributes to business and operating plan formulation, supports the implementation of key performance indicators, and monitors audit recommendations and the risk register. Additionally, the officer performs other related duties as assigned.

Work Experience

A minimum of two years of experience in administration, finance, human resources management, or a related field is required. Proficiency in MS Office (Excel, Word, PowerPoint) is necessary. Experience with integrated HR/financial management systems, event organization, procurement systems (e.g., Inspira, Quantum), and international organizations is desirable.

Skills

Professionalism, Teamwork, Communication, Accountability, Client Orientation, Creativity, good knowledge of administrative and HR policies, analytical and evaluative skills, ability to identify issues and formulate recommendations, persistence, calm under pressure, gender mainstreaming, collaborative work, valuing others' input, openness in sharing information, taking ownership, meeting commitments, operating in compliance, providing oversight, taking responsibility for shortcomings, client focus, establishing partnerships, identifying client needs, monitoring client environments, proactive problem-solving, seeking program improvements, offering new solutions, persuading others, taking calculated risks, thinking outside the box, interest in new ideas.

Explore related opportunities