Monday, March 10, 2014
Project Management Associate, G-6. ICAO, Montreal. Open until 14 March 2014
POSITION INFORMATION Post Title: Project Management Associate Vacancy Notice: 2014/12/G 110800 Level: G-6 Deadline for applications: 14 March 2014 Duty Station: Montréal Date for entry on duty: After 14 March 2014 THE ORGANIZATIONAL SETTING Documentation Planning and Management Section (DPM) comprises: Documents Management and Outsourcing Unit (DMO), responsible for overseeing and regulating the document workflow, managing all submissions to and from outsourced contractors, as well as the associated processing of payments, and providing support for interpretation and translation, in the form of terminology and reference services; and Records and Distribution Management Unit (RDM), responsible for the provision of records management and archives service for Bureaus at Headquarters and Regional Offices, including official correspondence processing through the Electronic Document and Records Management System (EDRMS). The Project Management Associate reports directly to Chief, DPM (C/DPM) and is responsible for the coordination of EDRMS project activities, under the supervision of C/DPM. MAJOR DUTIES AND RESPONSIBILITIES Function 1 (incl. Expected results) Support the EDRMS project management function, achieving results such as: • Reliably and concisely prepare the business case for EDRMS-related projects, based on organization requirements, stakeholder analysis, risk assessment and alternative solutions. • Generate and maintain the Communications strategy for the projects. • Generate and update project plans, reports, risk and issues registers, according to project progress. • Generate procurement submissions (requests for proposal, tender documents), budgets and schedules. Function 2 (incl. Expected results) Coordinate and deliver EDRMS projects Communication and Change Management activities, achieving results such as: • Effectively and accurately communicate relevant project information to the client and project team. • Raise stakeholder awareness of the project, encouraging action, building consensus and changing behaviour as required. • Reducing and managing stakeholder resistance to implementation of a new process, technology or organizational change. • Deliver knowledge, training and tools for users through workshops, one-on-one and online training. Function 3 (incl. Expected results) Coordinate services for meetings, videoconferences and teleconferences, achieving results such as: • Contributing to the preparation of pre-, in- and post-meeting documents, preparation of reports and summaries, notes for the Chair of the Content Management Group as appropriate, coordinating with various Bureaux, editing presentations, business cases and other documentation for the meetings. • Preparing for meetings and videoconferencing by booking conference rooms. • Providing technical and logistical assistance for meetings arrangements and servicing. • Responding to inquiries, obtaining background information and drafting correspondence. Function 4 (incl. Expected results) Monitor project progress and performance, achieving results such as: • Review and update key performance indicators associated with project delivery. • Track the progress and quality of work being performed by project resources. • Use project scheduling and control tools to monitor projects plans, work hours, budgets and expenditures. • Keep C/DPM and others informed about project status and issues that may impact project delivery. Function 5 (incl. Expected results) Compile and analyse business requirements, achieving results such as: • Prepare Business Process Modelling workflow diagrams. • Review business processes to identify opportunities for streamlining or alternative workflows. • Identify bottlenecks and redundancies for process optimization. • Follow-up with users on electronic workflow implementation. Function 6 Performs other related duties, as assigned. QUALIFICATIONS AND EXPERIENCE Educational background Diploma of college studies (DEC) or equivalent in the information technology, management or business administration fields. A university degree is a definite advantage. Professional experience and knowledge - Essential • Six years of relevant experience in Project Management. • Knowledge of organizational structure and Project Management methodologies. • Familiarity with contemporary Information Technology applications supplemented by proficiency on specific products: Microsoft SharePoint 2010 and Office Professional. • Drafting of project documentation, ability to revise business requirements and system documentation. Professional experience and knowledge - Desirable • Familiarity with PRINCE2. • Ability to quickly grasp new technologies and how they might be applied to Project Management goals. • Ability to advise on Information and Project Management practices. Language skills The work requires functional reading, writing and speaking abilities in English. Working knowledge of French is an asset. Knowledge of any of the following languages of the organization (Arabic, Chinese, Russian, Spanish) is desirable. Competencies 1. Planning and Organizing: The ability to develop clear goals, identify and prioritize activities and assignments, foresee risks and allow for contingencies when planning. 2. Communication: The ability to convey oral and written communication clearly and concisely; listening to understand, and asking questions to verify understanding. 3. Technological Awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology, and actively seek to apply technology to appropriate tasks. 4. Accountability: The ability to take ownership of responsibilities, supports subordinates, provides oversight and takes responsibility for delegated assignments. 5. Judgement/Decision-Making: Proven track record of discretion, integrity and maturity of judgement. Ability and willingness to take initiative. Proven ability to analyse key issues, recommend feasible solutions to day to day problems encountered. 6. Client Orientation: Ability to identify client needs and monitor ongoing developments inside and outside the clients’ environment to ensure proper operation and anticipate issues. CONDITIONS OF EMPLOYMENT It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate). ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: Level Net Base Salary per annum G-6 CAD 39,268 HOW TO APPLY Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int. NOTICE TO CANDIDATES ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.