Programme Assistant

United Nations Development Programme•Montreal, QC

1d•Onsite

About The Position

The Air Transport Bureau (ATB) carries out activities under ICAO’s Strategic Goals of “Every Flight Is Safe and Secure”,” Aviation Is Environmentally Sustainable”, “Aviation Delivers Seamless, Accessible, and Reliable Mobility for All” and “The Economic Development of Air Transport Assures the Delivery of Economic Prosperity and Societal Well-Being for All”. It also contributes to the Goal of “No Country Left Behind”. It is responsible for the provision of expert assistance required by the Assembly, Council, Air Transport Committee (ATC), Aviation Security Committee (ASC), Ad Hoc Cybersecurity Coordination Committee (AHCCC), Committee on Joint Support of Air Navigation Services (JSC), Climate and Environment Committee (CEC), Committee on Aviation Environmental Protection (CAEP) and the specialized conference, divisional, panel and working group meetings related to these three Strategic Goals. The Programme Assistant reports directly to the Director, Air Transport Bureau (D/ATB). S/he provides services and prepares accurate and timely reports in support of all ATB work programmes. D/ATB provides advice, especially in circumstances that would require the reprioritization of major tasks. Concerning Functions 2 and 3, the incumbent consults with the Associate Administrative Officer to obtain advice on difficult or complex issues.

Requirements

High school diploma or equivalent is required.
A minimum of five (5) years of relevant experience in administrative work.
Experience in preparing correspondence, reviewing working papers, reports and presentations, as well as proofreading and editing.
Experience in using integrated automated systems for the management of human and financial resources.
Extensive experience in MS Office applications.
Fluent reading, writing and speaking abilities in English.

Nice To Haves

A Diploma of College Studies (DEC).
Additional training or certification in computer applications, business administration, or a related field.
Experience working in international organizations or the United Nations system.
A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Responsibilities

Efficiently manage emails of an urgent nature; including classifying, sorting and circulating mail; prioritization of requests, taking action where applicable; distribution of electronic communications and appropriate follow-up.
Identify complex or sensitive correspondence for immediate attention.
Assist in the drafting of correspondence on administrative matters and standard procedures for ATB, for signature by the Director, as required.
Track, prioritize and follow up on routine correspondence.
Process and track files in a number of categories, including through the electronic documents and records management system.
Liaise with each Section for requested documentation and ensure that deadlines are met. Coordinate with COM and EDL to ensure proper procedures are being followed.
Support the preparation and update of the ATB annual meeting/mission plan.
Ensure that the Mission Travel Requisitions submitted to D/ATB are approved in the meeting/mission plan and are recorded in the ATB Mission Tracking Report.
Monitor staff members’ contractual information and initiate a contract renewal process, as required.
Review contractual documents for consultants and process them through the ERP system.
Process monthly timesheets for SSA Consultants’ salaries through the ERP system and ensure the Goods Received Notes (GRNs) are reflected on the timesheets.
Monitor and verify ATB’s monthly leave records generated from the ERP system and share reports with Sections for verification of accuracy.
Process ATB staff Flexible Working Arrangements (FWA) requests and keep records of home and annual leave reports, etc.
Run budget reports (in Quantum) for all ATB funds, awards, cost centres and projects on a regular basis.
Identify deviations from plans related to the operations of the Bureau (for example, travel and consultancy).
Assist in the preparation of annual and triennial budgetary requirements.
Support end-of-year financial closure in collaboration with Finance Branch and ATB Sections.
Process financial transactions through the ERP system, including Goods Received Notes (GRNs).
Ensure that transactions are correctly recorded in the ERP system after payment has been dispatched.
Support preparation of the ATB annual procurement plan and participate in review and monitoring meetings with the Procurement Section.
Coordinate preparation of procurement contracts with ATB originators, the Finance Branch and/or Procurement Section.
Raise Purchase Requisitions (PRs), Direct Purchase Orders (DPOs), and Sole Source requests, etc. in the ERP system, for the procurement of goods and services.
Act as Supplier L1 Maintenance focal point in Quantum for ATB.
Maintain and update the ATC website prior to and during sessions of the Committee and Council.
Serve as focal point for coordinating ATB’s submission of the Annual Report of the Council.
Provide back-up support in the absence of the Senior Programme Associate and/or Programme Associate (Planning).
Performs other related duties, as assigned.