Job Description

The Organizational Setting

Under the direction of the Director, Capacity Development and Implementation Bureau/ICAO (D/CDI), the Field Operations Section (FOS) is responsible for the strategic planning, development, execution, and evaluation of programmes in the Capacity Development and Implementation (CDI) Bureau. FOS assists with the identification of priority development requirements across civil aviation and with technical cooperation to recipient States. It carries out resource mobilization with multilateral and bilateral development partners and industry. FOS develops regional and country-specific technical cooperation programmes and projects and executes these programmes and projects in accordance with the policies and contractual modalities of CDI.

The Associate Administrative Officer is a combined finance and administration function that oversees the project office’s administrative and accounting tasks under the CDI Project: FSA2201. The incumbent reports to and works under the supervision of the CDI Programme Manager overseeing the project, in accordance with the terms of reference set out in this job description. The position is located in the General Authority of Civil Aviation (GACA) of Saudi Arabia, in Riyadh, and works in close coordination with the CDI Field Operations Officer, ICAO Headquarters, GACA, and the United Nations Development Programme (UNDP) to ensure the efficient, compliant and timely delivery of all financial and administrative services required for the successful implementation of the project. The incumbent exercises professional judgement in planning and delivering assigned work, analysing issues and identifying appropriate action within established policies, procedures and responsibilities. Complex or exceptional matters are referred to the supervisor for guidance.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Provides accounting and financial support for the effective administration of the project office by reviewing transactions, monitoring resource use and applying established financial procedure, achieving results such as:

• Collaborate with relevant authorities to prepare the annual manning requirement list and coordinate with ICAO-HQ for budget preparation and submission of the budget report to the GACA Finance Department on a yearly basis.
• Liaise with GACA to ensure proper budget administration, authorization, and project funding, and bring discrepancies or delays to the attention of the supervisor.
• Manage petty cash, process payments towards project office expenses, reconcile monthly expenses, and prepare and submit Electronic Journal Cash Transactions (EJCT) cash book reports to ICAO Finance in Montreal.
• Analyse and monitor petty cash balances against the established threshold stipulated under ICAO financial rules and regulations, identify and address variances, coordinate the timely deposit of excess funds to UNDP, and prepare monthly replenishment requests to ensure the project’s petty cash balance remains consistent.
• Monitor local payments and payment authorizations for ICAO OPAS Experts, vendors, and other project-related expenses through UNDP, ensuring proper fund transfers and timely follow-up.
• Review vendor statements and invoices for completeness and submit them for approval and/or facilitate payment processing and manage the financial aspects of the ICAO experts and support staff members under the project.
• Manage travel claim records of ICAO OPAS Experts, ensuring compliance with ICAO and ICSC standards, monitor unsettled claims, and follow up on payments.

Function 2 (incl. Expected results)

Provides administrative support to the project office, achieving results such as:

• Coordinate day-to-day administrative activities, draft and review routine correspondence and letters, coordinate and monitor official email correspondence, and monitor follow-up actions to support timely field-project implementation.
• Organize project documentation, and coordinate the review, finalization and signature of the Management Service Agreement (MSA), the ProDoc, and related records.
• Coordinate the procurement of office supplies, and official operational requirements from local markets, and facilitate the procurement of digital publications for GACA and ICAO OPAS Experts.
• Contribute to the review of project reports, presentations, and financial analysis for the CDI Programme Manager.
• Organize and maintain an orderly e-filing system and documentation of all assigned tasks, correspondence and reports, applying applicable records-management standards; ensuring confidentiality and compliance with GACA, ICAO, and UN regulations; such documents to be shared only with the consent of the CDI Programme Manager.

Function 3 (incl. Expected results)

Provides personnel and contract administration support, achieving results such as:

• Compile, Analyse and submit key reports such as the Monthly Strength Return, Quarterly Reports, and Annual Reports.
• Coordinate with GACA authorities/Department Heads and ICAO-HQ on critical administrative matters, including contract extensions, staff performance reports, probationary reports, new expert arrivals, and repatriation of OPAS Experts.
• Review, reconcile and submit travel expense claim reports and educational grant claim reports for ICAO experts, and review, verify and submit leave requests (Annual, Sick, Home Leave, Family Visit, Lump Sum, and Mission Requests) to ICAOHQ in accordance with established procedures.
• Coordinate with the travel agency to arrange flight itineraries and issue domestic airline tickets for approved official travel and missions.
• Maintain updated and accurate administrative records, including contract renewal documentation, annual staff performance reports? (SPRs), driving authorization letters, and vehicle insurance records.
• Liaise with UNDP and GACA to facilitate the issuance and renewal of UN/GACA identification cards (IDs), and manage government-related requests such as Visas, IQAMA, Multiple Re-entry Visas, Final Exit Visas, and Driving Licenses through coordination with UNDP, UNRC and GACA.
• Coordinate training requirements for ICAO experts, including liaison with ICAO Global Aviation Training (GAT) Section, and prepare employment-related letters (bank letters, visa request letters, staff arrival letters, etc.).

Function 4 (incl. Expected results)

Provides coordination, meetings and stakeholder support, achieving results such as:

• Organize annual, quarterly and urgent meetings for the project office, and prepare draft agendas and minutes of the meetings (MOM) for project records.
• Liaise with GACA, ICAO, UNDP, UNDSS, UNRC and other relevant offices for project coordination, recruitment, and administrative support, and assist in meetings with these stakeholders to address project requirements.
• Facilitate recruitment processes, including coordination with GACA and ICAO for candidate approvals and onboarding, and assist with contract extensions, SPR, and repatriation processes for project staff.
• Ensure smooth communication and coordination across all stakeholders, inside and outside the project office, for the effective implementation of the project.
• Maintain the confidentiality of all project-related data and ensure compliance with GACA, ICAO, and UN regulations.

Function 5 (incl. Expected results)

Performs any other duties as required for the successful and timely implementation of the programme.

Impact of The Outcome of the Position

The Associate Administrative Officer ensures effective project administration by managing communications, documentation, and stakeholder coordination. This role directly supports project efficiency, compliance, and the seamless operation of administrative tasks within the ICAO-CDI Project. The position plays a key role in maintaining efficient administrative operations, ensuring compliance with policies, and supporting project coordination, which directly impacts smooth project execution and stakeholder collaboration.

Work Relations and Contacts

The Associate Administrative Officer reports to the GACA Authorities in close coordination with the CDI Programme Manager. The incumbent also coordinates with ICAO experts on administrative matters, ensuring compliance with policies and procedures.

COMPETENCIES

Core Competencies:

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Qualifications and Experience

Education

Essential

• A first-level university degree (Bachelor’s) in Business Administration, Finance, Accounting, or a related field.

Desirable

• An advanced university degree (Master’s) in Business Administration, Finance, Accounting, or a related field.

Professional Experience

Essential

• A minimum of four years of relevant experience in administration, finance, or project management, preferably in aviation or international projects.
• Proficiency in financial reporting, budget management, and cash management.
• Proven experience in office management and administrative procedures.
• Strong organizational and time-management skills, with the ability to prioritize and multi-task, and strong attention to detail, analytical and problem-solving skills.
• Strong communication skills, with experience in coordinating with international and local organizations and various stakeholders.
• Proficiency in MS Office (especially Excel and PowerPoint), document editing software (Microsoft Office, Adobe Pro), financial software and ERP systems.
• Ability to work under pressure and meet deadlines.

Desirable

• Knowledge of ICAO CDI – Field Service Staff Rules (FSSR) and associated Personnel Instructions (PIs).
• Experience in vendor management and procurement.
• Experience and knowledge in the aviation industry.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

• Knowledge of any of the other languages of the Organization (Arabic, Chinese, French, Russian or Spanish).

Remuneration

Professional Category (P-2)

NO FEE

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION INTERVIEW MEETING, PROCESSING OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’BANK ACCOUNTANTS.