JOB DESCRIPTION

Special Notice:

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.

ICAO Core Values: Integrity, Professionalism, Respect for Diversity.

The Organizational Setting

The mandate of the Office of Internal Oversight (OIO) is to assist the Secretary General and the ICAO Governing Body in ensuring that ICAO is managed effectively, efficiently, and economically and in conformity with the applicable regulations and rules, and to provide independent and objective assurance, advice, insight and foresight through performing internal audits, evaluations, and other oversight assignments as appropriate. OIO is based at ICAO Headquarters in Montreal.

OIO has two distinct independent oversight functions: internal audit and evaluations. OIO contributes to the improvement of governance, risk management, and control processes, as well as to the improvement of programme management and achievement of results, using a systematic and disciplined approach that ensures accountability for the effective and efficient use of organizational resources in accordance with the approved Budget and Business Plan. OIO provides an annual report of its performance and activities to the ICAO Council (Resident Legislative Body). Moreover, the Council approves OIO’s work plans prepared based on a risk assessment, feedback and consultation with the ICAO senior management, Evaluation and Audit Advisory Committee and the Council. OIO reports administratively to the Secretary General but is not part of operational management.

The Associate Oversight Officer reports directly to the Chief, Office of Internal Oversight (C/OIO), who provides supervision of assigned tasks, takes decisions on priorities, and provides guidance and instructions, as required, on special tasks or complex matters.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Supports or leads oversight assignments i.e. Internal Audits, Evaluations, Advisory Services, based on OIO’s workplan at the Headquarters and in Regional Offices, achieving results such as:

• Preparation of internal audit plans or evaluation terms of references and inception reports, preliminary and residual risk assessments, evaluation matrixes or audit programmes as appropriate.
• Ensuring that oversight assignments comply with applicable IIA Global Internal Audit Standards or UNEG Standards and Norms.
• Assisting in the selection and supervision of technical consultants, as required.
• Quantitative and qualitative data analysis for oversight assignments.
• Preparation of adequate working papers that support oversight findings on the effectiveness of governance, risks and compliance with policies, rules, and procedures, or evaluation of relevance, coherence, effectiveness, efficiency and sustainability.
• Application of performance audit or evaluation techniques in individual engagements.
• Preparation and presentation of individual engagement results and reports, incorporating inputs from other team members and responses from management.
• Development of value-adding cost-effective SMART oversight recommendations, accompanied by agreed management action plans.
• Timely follow up on the allocated oversight recommendations.

Function 2 (incl. Expected results)

Contributes to the preparation of Council working papers and QAIP, achieving results such as:

• Updating and providing input to the annual OIO risk universes and risk assessment.
• Drafting work plans that meets the Organization’s main priorities and concerns.
• The annual report preparation that highlights the activities of OIO and the key risks and challenges facing the Organization.
• The implementation of data analytics and data visualization tools for OIO.
• The effective implementation of OIO’s quality assurance and improvement program (QAIP), including internal and external quality reviews.
• Accurate statistics, graphs, and data visualizations for Council working papers, OIO reports, and other presentations.

Function 3 (incl. Expected results)

Support coordination with the Joint Inspection Unit (JIU) in scaling-up the benefits derived by ICAO from reports and notes of the JIU, while strengthening the relationship of ICAO with this system-wide oversight body, achieving results such as:

• Coordinate the JIU review process, including correspondence with internal stakeholders, collection and consolidation of inputs, and drafting of working papers and reports for the Secretary General and the Council on individual JIU reports, annual activities report, programme of work, and on the status of implementation of the JIU recommendations.
• Provide support to organizational units in addressing and implementing recommendations of the JIU.
• Ensure that the JIU web-based oversight recommendations tracking system is updated in a timely manner.
• Prepare and coordinate the annual JIU report for submission to the ICAO Council.

Function 4 (incl. Expected results)

Provides secretariat services to the Evaluation and Audit Advisory Committee (EAAC), achieving results such as:

• Periodic turnkey meetings of the EAAC and coordinate with the EAAC Chair on the preparation of the meeting agenda.
• Supporting liaison with the Office of the President of the Council, Office of the Secretary General, and other Bureaus/Offices to facilitate discussion and prepare relevant documents for the EAAC.
• Facilitating the preparation and timely submission of the EAAC annual report to the Council.
• Contributing to the preparation of Terms of Reference, State Letters, council working papers, and other correspondence on the nomination, selection, and appointment of the EAAC members.

Function 5 (incl. Expected results)

Supports C/OIO in business planning, budget and programme monitoring and reporting, and related activities, achieving results such as:

• Contributing to the design, monitoring, and measurement of OIO’s key performance indicators.
• Supporting the preparation of business plans and annual operating plans.
• Supporting business improvement initiatives, and if necessary, requests from senior management for information/advice from OIO.

Function 7 (incl. Expected results)

Perform other related duties, as assigned

Qualifications and Experience

Education

Essential

• Advanced university degree in Business Administration, Public Administration, International Development, Economics, Evaluations, Finance, Auditing or related field, is required.
• A first-level university degree in combination with two additional years of qualifying experience in evaluation, development, administration, auditing, or related field, may be acceptable in lieu of the advanced university degree.

Desirable

• An internationally recognized audit or evaluation-related certification may be accepted in lieu of an advanced degree, is desirable.

Professional experience

Essential

• A minimum of three (3) years of progressively responsible experience in performance audit, evaluation and monitoring, programme management or a related area, is required.

Desirable

• Experience in working in the UN system organizations, Supreme Audit Institutions, INGOs, is desirable.
• Experience in performance or value-for-money auditing or monitoring of projects and programmes, is desirable.
• Experience in the use of digital tools and artificial intelligence in audit or evaluation, is desirable.
• Experience in data analytics or a related area, is desirable.
• Experience in drafting logical and analytical reports, is desirable.
• Experience in working in a multilateral or international environment, is desirable.

Languages

Essential

• Fluent reading, writing and speaking abilities in English, is required.

Desirable

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

COMPETENCIES

Professionalism: Good technical knowledge in the field of internal audit, risk management and internal control. Good knowledge of planning and conducting audits and evaluations in accordance with internationally recognized standards and frameworks. Ability to contribute to harmonious working relationships in a multicultural environment. Demonstrated professional competence and integrity. Ability to perform analysis of business processes and systems using data analytics tools and presenting the results in a strategic manner. Adherence to and capacity to promote the values and framework of the United Nations (UN) Standards of Conduct for the International Civil Service and/or equivalent national or international standards of conduct. Excellent communication and organizational skills. Effective drafting skills to prepare and/or contribute to reports to present findings, conclusions, and recommendations effectively and adequately. 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.

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.

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 willingness to learn from others; seeks feedback to learn and improve.

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.

Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

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.

Technological awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Conditions of Employment

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 2 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, in accordance with the provisions of the ICAO service code.

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 2013 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 P-2
Net Base Salary

per annum
+
Post Adjustment (net)

per annum(*)

USD $55,163

USD $20,796

(*) Post Adjustment is subject to change.