Business Analyst (Project Management Support)

ICAO•Montreal, QC

3d•$5,097 - $8,122•Hybrid

About The Position

The International Civil Aviation Organization (ICAO) is seeking a Business Analyst (Project Management Support) to assist with the Fit-for-Purpose Organization (FFPO) transformation project. This role will support the planning, coordination, documentation, analysis, and reporting necessary for the successful delivery of the project, ensuring disciplined project execution and timely delivery of outputs across all workstreams. The project aims to modernize ICAO's Capacity Development and Implementation (CDI) Bureau's operating model.

Requirements

An advanced university degree (Master’s degree or equivalent) in business administration, project management, public administration, business analytics, management information systems, human resources management, or a related field is required. A first-level university degree in the above fields, in combination with two additional years of qualifying professional experience, may be accepted.
A minimum of two (2) years of progressively responsible experience in business analysis, project management support, organizational change, process analysis, or a related field.
Experience in preparing project documentation, plans, reports, dashboards, RAID logs, and governance material.
Experience in requirements gathering, process mapping, analysis, and documentation.
Strong proficiency in Microsoft Office applications, especially Excel (advanced: pivot tables, data modelling, structured datasets), PowerPoint, and Word.
Experience with process mapping tools such as Microsoft Visio or Lucidchart.
Demonstrated proficiency in JIRA and Confluence: administering project boards, managing epics/stories/tasks, configuring workflows and dashboards, and maintaining structured knowledge bases.
Experience working across multiple stakeholder groups and supporting change or transformation initiatives in a structured project environment.
Fluent reading, writing and speaking abilities in English.

Nice To Haves

Project management certification such as PRINCE2, PMP, Agile, or Scrum.
Training or certification in business analysis (e.g., CBAP), process improvement, or change management.
Experience supporting HR, organizational design, workforce planning, or restructuring initiatives.
Experience with project collaboration tools such as Microsoft Planner, SharePoint, Teams, or similar platforms.
Familiarity with Agile, Scrum, or PRINCE2 methodologies.
Experience in an international, public sector, or multilateral environment, or in aviation-related programmes.
Experience coordinating with HR or human capital management functions in a project setting.
A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Responsibilities

Support project planning and coordination, including maintaining the integrated project plan, milestones, dependencies, and governance calendar.
Prepare project documentation such as project briefs, work packages, stage-gate materials, and implementation updates.
Coordinate project meetings, follow up on actions, and ensure timely information flow.
Assist in preparing progress updates and management briefings for executive sponsors.
Coordinate with the Human Capital and Talent Management Analyst to integrate people workstream milestones into the project plan.
Document and analyze current and future CDI business processes, workflows, and organizational requirements.
Support the mapping of existing roles to the future CDI structure and identify revised, new, and impacted roles.
Assist in the preparation and review of job descriptions, role profiles, and capability requirements.
Coordinate with the Human Capital and Talent Management Analyst to align role profiling with ICAO HR classification standards.
Support the implementation of the FFPO change management plan and coordinate change management activities.
Assist in conducting people and business impact assessments to inform change planning and communications.
Support the development and facilitation of training, internal communications, and business readiness activities.
Help organize and document workshops, readiness sessions, and transition documentation.
Coordinate with the Human Capital and Talent Management Analyst on staff capability assessments and transition planning.
Maintain project RAID registers (risks, issues, actions, assumptions, dependencies, and decisions), reporting protocols, and document repositories.
Prepare dashboards, status reports, analysis papers, and presentations for the Project Manager and leadership.
Track progress against milestones and support the escalation of delays and risks.
Coordinate with the Human Capital and Talent Management Analyst to align project monitoring metrics with HR workforce analytics.
Support administration of JIRA project boards, including managing epics, stories, tasks, and configuring workflows.
Maintain and develop the CDI FFPO Confluence knowledge base, structuring project spaces and documenting decisions.
Support the use and continuous improvement of project management tools like JIRA, Microsoft Planner, SharePoint, and Teams.
Develop, maintain, and quality-check project trackers, datasets, and reporting templates.
Coordinate with the Human Capital and Talent Management Analyst to document functional requirements for HCM-related systems.
Perform other related duties as assigned by the CDI FFPO Project Manager or OIC/CDI.