Field Operations Associate

Provides support to Field Operations Officers in the starting up of projects for the States/Organizations, achieving results such as:

• Draft and send e-mails 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 Units/Sections within CDI.
• Coordinate with BSS the development of project budgets.
• 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 the signature process within ICAO and send signed documents to the States.
• Draft and circulate Notes for File and Hondover Notes, as required.
• Create new projects in the Enterprise Resource Planning {ERP), coordinating with the pertinent Units/Sections within CDI the relevant information (e.g. project fund number and customer ID).
• Upload newly signed project documents in Share Point.
• Collect technical and financial information on projects under development to contribute to FOS reporting (pipeline, expected implementation, State briefings, statistics on projects under development).
• Ensure proper documentation and records of project's development activities following CDI Procedures.

Ensures the logistics and resource allocation for project initiation and implementation, achieving results such as:

• Provide guidance to project team members on the ICAO-CDI policies and procedures to process project requests (local and international recruitment, local and international missions, local and international procurement, fellowships, etc.).
• Process requisitions for goods and services and direct purchase orders in the ERP, in accordance with ICAO Procurement Code.
• Draft, circulate for approval, and send Agency Services Requests to field project teams to pay direct purchase orders.
• Raise recruitment requests for international experts in ERP, ensuring follow-up and raising flags in respect to delays in the deployment of experts.
• Liaise with the Field Personnel Section {FPS) to ensure timely payment of locally recruited personnel.
• Coordinate project related travel and administrative arrangements for the issuance of tickets and daily subsistence allowances and follow up with stakeholders until completion. Verify travel claims to ensure completeness and accuracy of missions.
• Assist in the analysis of quarterly project financial statements to ensure pertinence of financial records, proposing adjustments as necessary.
• Follow up on the availability of funds to implement projects and inform Field Operations Officers.
• Under the guidance of Field Operations Officers, draft project revisions and send for approval, ensuring completion of the signature process within ICAO and send signed documents to the States.
• Assist in the periodic maintenance of project budgets to ensure proper analysis of expected implementation. Under the guidance of Field Operations Officers, prepare project budget re-phasing, as needed.
• Prepare payment requests and follow up to ensure completion of requests and draft and send e-mails to acknowledge receipt of contributions.
• Process Fellowship awards (initiating requisitions in the ERP, preparing cost estimates and travel authorizations, drafting/preparing awards, processing invoices and following-up on payments, following-up with Regional Offices assisting in fellowship statistics and reporting, etc.).
• Participate in teleconferences and draft minutes of meetings.
• Collect project progress information to contribute to FOS reporting (technical and financial data).
• Ensure proper documentation and records of project's implementation activities following CDI Procedures.
• Provide backstopping to regional and delegation projects.

Undertakes closure of projects, achieving results such as:

• Liaise with internal sections, coordinating closure activities, in accordance with CDI procedures.
• Consolidate financial records, in coordination with Field Operations Officers, National Coordinators, Finance Branch and other appropriate stakeholders.
• Draft e-mails and letters related to the closure of projects.
• Inform Field Operations Officer(s) when all steps to close a project have been taken, in accordance with CDI procedures.
• Ensure proper documentation and records of project's closing activities, following CDI Procedures.

Drafts reports at project level and maintains the Project log database, achieving results such as:

• Upon request, maintain and extract information from FOS databases regarding project development, implementation and project closure.
• Maintain project daily logs (issues, risk, teleconferences register).
• Maintain records of project lessons learned and best practices from completed and financially closed projects. Participate in Lessons Learned exercises.
• Upon request, contribute to FOS reporting activities (TC Programme Size and Expected Development and Implementation Report, Annual Council Report, State briefings, etc.).

Essential

High School Diploma or equivalent is required.

Desirable

Diploma of College Studies (DEC) or first-level university degree in office administration, business administration, or related field, is desirable.