Associate Regional Projects Administrator

Organizational Setting

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate organizations, regional civil aviation bodies and sub-regional bodies and UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States in their implementation activities.

In this context the Capacity, Development and Implementation Bureau (CDI) of the SAM Regional Office is responsible for supporting the administration of Regional Projects RLA/99/901, RLA/03/901 and RLA/06/901, also assist and coordinate the activities of regional and national projects. In addition, supports Regional Office to assist and advise the South American States, in terms of their needs for the proper implementation of the ICAO policies, standards and recommended practices (SARPs), through CDI Projects.

Major Duties And Responsibilities

Function 1 (incl. Expected results)

Supports the logistic, resource allocation, administrative and financial support to national and regional CDI projects, achieving results such as:

• Process the recruitment request for CDI consultants and experts as per procedures in force.
• Prepare the issuance of contracts to professionals and administrative support personnel as instructed per CDI.
• Register transactions in ERP System (Agresso) for projects in accordance with the ICAO financial rules.
• Liaise with Field Operation Section (FOS) regarding the follow up of the different regional project requirements required by SAM Office.
• Prepare and submit monthly staff attendance reports.
• Follow up on the payment of salaries, subsidies and other allowances to Project staff members, and submit relevant documentation to HQ on due time.
• Monitor advances to personnel, recoveries and reconciliation of local expenditures with HQ reports, and draft adjustment notes as required.
• Verify the completeness and accuracy of sustentation documentation and financial calculations of all travel claims and checking of the air ticket stubs.
• Prepare notices on termination of contracts and their transmission to concerned parties.
• Control and monitor fellowships budget for regional projects.
• Request quotations for local goods and services required for the preparation of purchase requisitions as per procedures in force in accordance with the ICAO Procurement Code.
• Prepare periodic reports and working papers for financial status of regional projects.
• Monitor the implementation of the different software tools for use in CDI at SAM Office as well and the different updates if applicable.
• Coordinate and supervise maintenance equipment of CDI at SAM Office.
• Support with IT needs for CDI regional projects.

Function 2 (incl. Expected results)

Supports in the preparation and regular update of the project/budget revisions, and analyses project budget implementation, achieving results such as:

• Analyze quarterly project financial statements of regional project under the administration of the Regional Office, to ensure pertinence of financial records with the local records, proposing adjustments as necessary.
• Monitor implementation and follow-up the availability of funds.
• Identify discrepancies in the project budget implementation and all financial functions of the budget.
• Prepare mandatory budget revisions/rephasals based on year-end delivery providing follow up to ensure completion of rephasals.
• Prepare payment orders, travel authorizations and travel claims providing follow-up to ensure completion of requests.
• Prepare documents to verify the acknowledged receipt of contributions.
• Prepare documentation to request cost-sharing contributions for regional projects and follow-up and monitor the established payment schedules.
• Maintenance of updated project records and project budgets
• Classify, record and maintain financial transactions and accounting records.,
• Prepare account reconciliations and recurring reports.
• Monitor all aspects of accounts maintenance and budget control by providing reports on financial status, procedures, exchange rates, costs as well as expenditures and potential funding problems regarding project budgets.

Function 3 (incl. Expected results)

Perform operational functions in administrative and finance aspects, achieving results such as:

• Draft the annual consolidated reports on regional projects activities.
• Prepare general correspondence, as required, on a timely basis.
• Keep up to date documentation files.
• Participate in the organization of conferences, seminars, workshops, training programmes and meetings, including monitoring of schedules of these events and travel arrangements for participants.
• Formulate technical cooperation proposals and project documents upon request.
• Analyze periodic reports and prepare working papers of regional projects.
• Control resources from various funding sources, prepare budget estimates and expenditure forecasts by analyzing and monitoring the state of resources versus planned activities.
• Follow up and update the Projects portfolio.
• Update the procedures manual PRO-SAM-004 in coordination with the DRD.

Function 4 (incl. Expected results)

Coordinate with the Administration of the SAM Regional Office the following tasks, achieving results such as:

• Registry transactions for the ERP System for national and regional projects.
• Process data for payments and verify the support documents.
• Prepare monthly cash report of authorized expenditures against project budgets.
• Other related issues.

Function 5

Performs Other Related Duties, As Assigned.

Competencies

Professionalism: In-depth knowledge of Microsoft Office and other administrative tools; good drafting skills of documents and emails; sound knowledge of project management techniques; knowledge of ICAO CDI Programme and familiarity with ISO 9001 Quality Management System; 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.

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.

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.

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

Advanced university degree (master’s degree or equivalent) in business administration and/or finance is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Desirable

Additional training in IT support or related field.

Professional experience

Essential

• Minimum five years of experience in administration, finance, accounting, human resources or management is required.
• Minimum five years of experience in the field of procurement, contract management and logistics management.
• Experience with IT tools (Suite Office in Microsoft).
• Experience planning and organizing projects.
• Experience in preparing cost estimates and expenditure, and status reports on programmes/projects for review by management.

Desirable

• Experience in a civil aviation environment.
• Work experience with the United Nations or similar international organization.
• Experience with project management tools.
• Experience in IT support.

Languages

Essential

• Fluent reading, writing and speaking abilities in Spanish.
• A working knowledge of English.

Desirable

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

Conditions of Employment

Applicants must hold either Peruvian citizenship or work permit in order to be eligible for this position.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of One (1) year.

Remuneration:

Level Net Base Salary per annum: NO-B Step 1 222,829 Nuevo Soles Peruano

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.

• Job Identification 26584
• Posting Date 05/26/2025, 04:37 PM
• Apply Before 06/14/2025, 03:59 AM
• Job Schedule Full time
• Locations Lima, Peru
• Agency Int Civil Aviation Org
• Grade NOB
• Vacancy Type Fixed Term
• Contract Duration 1 Year
• Required Languages Fluency in Spanish & Working Knowledge of English
• ICAO Practice Area Aviation