Associate Administrative Officer (OPAS)

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 Th

Not explicitly separated in the provided posting. The role describes administrative, accounting and procurement support duties suitable for an Associate Administrative Officer, but no distinct, labeled 'Requirements', 'Qualifications', or 'Minimum qualifications' section is clearly provided.

Provides Accounting And Financial Support For The Effective Administration Of The Project Office By Reviewing Transactions, Monitoring Resource Use And Applying Established Financial Procedure; Collaborate with authorities for budget preparation; Liaise with GACA on budget administration; Manage petty cash, payments, and reconciliations; Monitor and reimburse petty cash; Manage travel claim records; Review vendor statements and invoices; Administer staff and expert travel payments; Provide administrative support including drafting correspondence, organizing documentation, coordinating procurement, supporting reports and financial analyses; Organize and maintain e-filing; Manage personnel and contract administration including reports, contracts, shifts, arrivals/repatriations; Coordinate with travel agencies for itineraries; Maintain records on contracts, SPRs, driving documents; Liaise with UNDP and GACA for IDs, visas, and licenses; Coordinate training for ICAO experts; Organize meetings and coordinate with stakeholders; Facilitate recruitment and onboarding; Ensure confidentiality and compliance with regulations.