United Nations Looking for Head, Property Control, Logistics and Commissariat at Montréal, QC Full Time

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the organization by ensuring the provision of high-quality physical and human resource, by applying the highest standards of work ethics and conduct, and by using result-based management skills and tools to support the organization in implementing its strategic objectives, in order to serve all stakeholders of the world aviation community.

The Property Control and Logistics and Commissariat (PCL-Commissariat) is located in the Information Management and General Administrative Services (IAS) of ADB. The PCL-Commissariat is mainly responsible for all inventory management, property control, mail operations, as well as write-offs of ICAO assests as a third party, for ICAO Headquarters and Regional Offices. The PCL-Commissariat is also responsible in the overall operations of the ICAO Commissariat at ICAO Headquarters servicing ICAO Council delegations, eligible iinternationally-recruited staff members of ICAO and of other UN organizations located in Montreal.

The post of Head, Property Control and Logistics and Commissariat is responsible for the overall planning of operations of PCL-Commissariat, including, budget planning and management, overseeing of inbound and outbound in Receiving/Shipping of all shipments in Canada and overseas, deliveries of goods, mail operations, diplomatic pouch, and equipment, and supervising of PCL-Commissariat staff and personnel.

The post of Head, Property Control and Logistics and Commissariat reports directly to the Deputy Director, IAS (DD/ADB IAS).

Under the overall guidance of DD/ADB IAS, the incumbent is expected to work independently, being able to facilitate complex technical and budget matters related to PCL-Commissariat, and to optimize the resources within approved budget and operating plan for PCL-Commissariat, including distribution of tasks, guidance, coaching and performance evaluation for PCL-Commissariat staff and personnel on non-routine and complex cases, operational priorities, and application of relevant policies and procedures.

Responsibilities

Function 1 (incl. Expected results)

Leads and manages the overall operations and staffing of the Property Control and Logistics and Commissariat (PCL-Commissariat), achieving results such as:

• Plan and oversee the management of resources, and monitor the overall efficiency and effectiveness of ICAO logistics, Commissariat, and asset management and write-off services.
• Lead the preparation of operating and budget plans, and monitor the implementation of key activities and targets.
• Effectively coordinate actions relating to planning and management of PCL-Commissariat staff and personnel, including recruitment, performance appraisal, training, and guidance in the application of relevant policies and procedures.
• Oversee, develop, and organize all projects and activities to meet the requirements of the Organization.
• Facilitate knowledge management and foster collaboration and teamwork, to enable efficiency and consistency in PCL-Commissariat.
• Manage the preparation of the PCL-Commissariat budget (over 850,000 CAD) for the work of the Unit, expense and control assets, and meet external audit recommendations.
• Implement and monitor corporate policy updates, guidelines, and administrative instructions relating to the control of asset management for ICAO HQ and ROs.
• Oversee client/customer related activities including satisfaction surveys, responses to complaints and inquiries, and train staff in customer relations.

Function 2 (incl. Expected results)

Oversees property control, inventory, and asset management, achieving results such as:

• Plan and monitor inventory management of all ICAO assets for HQs and ROs, ensuring efficiency and accuracy of logistics management systems, procedures, database records, and documentation and reports in compliance with inventory management rules and regulations, practices, and procedures.
• Conduct reviews and monitor the timely confirmation and accuracy of inbound and outbound inventory of Information Technology (IT) and Non-IT assets.
• Manage operations of physical inventory in accordance with ICAO requirements, investigate inventory discrepancies and adjust inventory records on a regular basis.
• Manage the inventory control database and electronic system, and ensure quality control of all assets.
• Monitor and develop standard operating procedures, manuals, and guidelines for the ongoing inventory activities.
• Liaise with the ICT Section and asset managers in HQ and ROs for training projects (EP-10) on the physical inventory of IT and non-IT assets, verification of property and equipment, and inventory.
• Oversee the maintenance of internal and external records, in both hard and electronic format, for accountability of ICAO HQ property and ROs in compliance with UN Financial Regulations and Rules.

Function 3 (incl. Expected results)

Manages ICAO’s logistics activities and related services, achieving results such as:

• Develop Standard Operating Procedures and guidelines related to the management of operations of receiving/shipping overseas and local delivery of goods, equipment, crates, including verification that the recipient or shipper provides proper and timely documentation.
• Manage and certify the update of documents related to shipments for ICAO HQ, Event exhibitors and Delegations to provide on-time clearance of Customs and effective quality service delivery.
• Oversee the services for mail and diplomatic pouch operations, and property management.
• Monitor and maintain accurate logistics management systems, transport, deliveries, documentation and accurate reporting.
• Liaise and negotiate with head suppliers, and the transport dispatcher, and monitor storage; manage the entire cycle to enhance business development and ensure satisfaction and less cost.
• Liaise with the Building Management Unit and with other areas in the CSG Section, host country, delegations, contractors, and technicians on matters of inbound and outbound items; ensure quality service and timely operations.
• Oversee the logistics operations of, and the access to the Delegations’ external mailroom, Post Canada, exhibitors, receptions, and events, and manage business continuity plan efficiencies.
• Supervise security operations in Receiving/Shipping; update and oversee all access and ensure safe and secure incoming mail, goods, and external persons.

Function 4 (incl. Expected results

Manages the overall operations of the ICAO Commissariat, achieving results such as:

• Develop Standard Operating Procedure for managing the operations of ICAO Commissariat, ensuring compliance with the Host Country Agreement, as well as with ICAO Procurement policy.
• Prepare budgetary submissions and reports to the Commissariat Board of Management concerning the ICAO Commissariat’s budget expenses, staffing needs, inventory, sales, targets, etc.
• Develop procedures and implement same to ensure that accounting and financial management controls are consistent with the agreement and decisions by the Commissariat Board of Management.
• Plan and monitor the execution of the weekly financial transactions, and report as part of the Policy of the ICAO Commissariat.
• Manage the implementation of Audit reports.
• Manage weekly financial transactions and reports, as per the Policy of the ICAO Commissariat.
• Report periodic sales and performance to senior management.
• Serve as the Secretary of the Commissariat Board of Management meeting and take the lead in developing yearly budgets (actual & projected) and related documents to the Board for approval.

Function 5 (incl. Expected results)

Oversees and manages audit and reporting related activities for PCL-Commissariat, achieving results such as:

• Act as the organizational focal point to address audit recommendations related to ICAO asset and inventory, and Commissariat management; develop and implement yearly instructions for longer-term solutions to ensure that all audit recommendations are effectively addressed.
• Prepare reports and provide information relevant to the work of PCL-Commissariat that may be required by the ICAO Office of Internal Oversight and Finance Branch, for reporting to ICAO Council’s Finance Committee.
• Implement and monitor the periodic physical verification process of IT and non-IT assets.
• Respond to audit-related issues, develop and implement yearly instructions for longer-term solutions to address any issue related to inventory management control, and ensure that all audits, internal and external, observations are addressed in a timely and professional manner to FIC and Council sessions.
• Liaise with Chief of Finance Branch for fixed assets on the maintenance of asset registers by providing answers and update the information to ensure accuracy and accountability of property control.
• Monitor the Master Inventory Management database, ensuring that anomalies are identified and Discrepancy Reports are reconciled promptly.
• Manage and provide the Commissariat budget, expenses, staff salaries, inventory assets, and reconciliation reports to meet audit requests and recommendations.
• Evaluate the overall progress of the property management assets and activities in line with the recommendations of the audits.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Competencies

Professionalism: Familiarity with modern IT equipment and software. Knowledge of inventory management practices and pertinent rules such as IPSAS. Strong communication skills. Understanding of the international environment and dealing with sensitive and confidential matters with diplomacy and tact. Sound judgment, thoroughness, accuracy, attention to detail, and flexibility. Initiative and proactive approach to tasks. Shows pride in work and 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.

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.

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 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.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows a willingness to learn from others; seeks feedback to learn and improve.

Education

A first-level university degree, preferably in administration, logistics and operations management, or a related area, is required. For serving staff members, specialized training and certification in business administration, finance, logistics, in combination with five (5) additional years of qualifying experience may be accepted in lieu of the first-level university degree.

Work Experience

Essential:
A minimum of three (3) years’ progressively responsible experience in logistics, accounting, transport, insurance, commissariat orders/services, or a related field.

Experience with corporate logistics or procurement systems

Proven experience in shipment, import, and export.

Experience with the application of rules and regulations, in particular with respect to procurement.

Work experience within an international organization or a government.

Languages

Essential

Fluent reading, writing and speaking abilities in English and French.

Desirable

A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish).

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

NOTE: Please note that candidates who previously applied will be considered, and need not reapply.

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 1 year (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, in accordance with the provisions of the ICAO service code (Staff Regulations).

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

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 P-2

Rate: Net Base Salary per annum+Post Adjustment (net) per annum(*)

USD 48,805 USD 25,329.80

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.