Field Operations Associate

International Civil Aviation Organization, Montreal, Canada

The Field Operations Section (FOS) is comprised of two Units that develop, implement and close projects, one Unit for Africa and Asia (APA) and another Unit for Americas, Europe and Middle East (AME). The incumbent will directly support the Head of Unit in analysing and elaborating regular reports related to the project cycle, and FOS planning, in close collaboration with Field Operations Officer(s). The incumbent will work with a high level of independence and minimal advice from the Head of Unit to whom she/he will report to.


In support of the corresponding Head of Unit, maintains databases, analyses data and develops draft reports related to projects and the programme as well as regular FOS activities, achieving results such as:

  • Maintain, extract and analyse information from FOS databases regarding project development, implementation and project closure.
  • Maintain, extract and analyse information from FOS databases regarding FOS activities described in the FOS Operating Plan.
  • Maintain, extract and analyse information from FOS database related to Key Performance Indicators (ISO, TCB Operating Plan, etc.).
  • Monitor and report on the implementation of the FOS Operating Plan, raising flags of delays and recommending mitigation measures.
  • Collect FOS’ inputs for ad-hoc reports (e.g. MARB States, State briefings, PRC, SAFE Funds and AVSEC Funds, etc.).
  • Participate in FOS data harmonization exercises to ensure the smooth and timely submission of FOS reports.
  • Elaborate periodic reports on the status of on-going recruitment requests, analysing the information to propose the Head of Unit prioritization criteria.
  • Regularly prepare and submit to FOS Officers and Field Project Officers periodic and ad-hoc financial Agresso reports for monitoring purposes

Provides support to the Head of Unit in the continuous improvement of the section and quality assurance function, achieving results such as:

  • Support Field Operations Officers in improving the management of Direct Purchase Requisitions.
  • Promote among Field Operations Officers and General Staff the evolution of FOS ISO Procedures, elaborating drafts for new or modifying current FOS ISO Procedures.
  • Liaise with the FOS focal point to ensure timely completion of mandatory rephasing of project budgets.
  • Participate in relevant meetings organized by the Unit Head, drafting meeting minutes and monitoring compliance with agreed activities.
  • Support the Unit Head in identifying issues preventing the smooth implementation of projects. Under the Head of Unit‘s guidance, draft documents proposing solutions to identified problems.
  • Participate in Lessons Learned exercises organized by the FOS focal point, promoting these activities for continual improvement among FOS staff and monitoring agreed action plans assigned to FOS.
  • Serve as a Focal Point for FOS on issues related to Quality Management, by updating the information in the TCB Risk Register, in coordination with the Heads of Unit.

Under guidance from the Unit Head, supports business processes (BPs) implementation within FOS, achieving results such as:

  • Support the optimization of FOS business processes based on reports and findings.
  • Analyse how changes in TCB-ISO procedures affect BPs, making recommendations and coordinating required adjustments to ensure ISO compliance.
  • Analyse relevant reports (e.g. EAO, external audit, JIU, etc.) to identify opportunities for improving operations, making recommendations and coordinating required adjustments to BPs.
  • Assist in the administrative related tasks for BPs implementation.
  • Ensure that pertinent BPs information is recorded and uploaded on the related web portals and Share Point.

Provides support to Field Operations Officers in the development, start-up, implementation and closure of projects for the States/Organizations, achieving results such as:

  • Draft emails and letters related to new requests from States, and replies to States in regards to new Agreements/Project Documents; Monitors Agreements/Project Documents to be signed, flag delays, and recommend appropriate solutions to overcome identified deficiencies.
  • Coordinate the provision of inputs to develop project budgets, work plans and schedules with Units/Sections within TCB.
  • Draft and circulate Notes for File and Handover Notes.
  • Create new projects in the ERP.
  • 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.
  • Initiate fellowships requisitions in the ERP.
  • Raise recruitment requests for international experts in E-Recruiter, ensuring follow-up and raising flags 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.
  • Draft project revisions and send for approval, ensuring completion of 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.
  • Prepare payment requests, and follow up to ensure completion of requests; draft and send emails to acknowledge receipt of contributions.
  • Ensure proper documentation and records of project’s activities following TCB Procedures.

Provides administrative support to aspects of FOS’s work, meetings and seminars, achieving results such as:

  • Assist the Head of the Unit in the organization of coordination meetings within the Unit.
  • Draft and type correspondence, emails and documents upon the Unit Head’s request.
  • Under the Unit Head’s guidance, draft job descriptions for new FOS staff.
  • Assist in the administration and arrangements for seminars, workshops, etc.
  • Prepare general correspondence including memoranda and reports to the field and other Sections, as required, on a timely basis.
  • Collaborate with the IRIS team and other relevant entities in the implementation of ERP functions.
  • Support, upon request, the development and implementation of TCB’s products and services (i.e. projects, IPAV, GAT training packages, and others) as well as participating in their enhancement, when necessary.

In support of the corresponding Head of Unit, maintains databases, analyses data and develops draft reports related to any new TCB product and services such as Implementation Packages (iPacks), achieving results such as:

  • • Coordinate with FOS Project Managers to collect and communicate the changes in the implementation activities, reflecting the information in pivot tables, reports, graphics and diagrams that support comprehensive reports for iPacks audiences.
  • • Support, upon request, the development and implementation of iPacks as well as participating in their enhancement, when necessary.
  • • Collect ICAO Bureaus’ inputs for global reports on iPacks.
  • • Collaborate with internal stakeholders to collect, verify, analyse and communicate the information required for the strategic planning of the new products and services.
  • • Coordinate the integration of reporting tools such as excel, JIRA, Confluence, easyBI or any other software, to ensure the accuracy and availability of the information across technologies.
  • • Contribute to build Business Cases and Pricing Models under the cost-recovery principle for the new product or service.
  • • Monitor the resources received for the products and services in compliance with the ICAO pricing policy and the ICAO financial regulations to ensure the proper funding of deployment activities, the recovery of expenditures and the collection of the overhead (when applicable).
  • Performs other related duties, as assigned.


  • A diploma of College Studies (DEC) or equivalent level of education is required.
  • Additional training in business administration, project management or related field is desirable.

Work Experience:

  • A minimum six years of experience providing administrative support in a project management environment is required.
  • Extensive experience in the use of IT tools (Suite Office in Microsoft, advance excel – pivot tables, look-up tables, VBA, macros, dashboards, advance charting) is required.
  • Work experience within an international organization or government is desirable.


  • Fluent reading, writing and speaking abilities in English is required.
  • A working knowledge of any of the following languages of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.


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Closing Date for Applications: 

15th May, 2022
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