Job: Head of Building Management and General Services Unit

Location: Montréal, Canada
Deadline: Monday, 16 September 2013 

Description

International Civil Aviation Organization

Vacancy Notice

POSITION INFORMATION

Post Title: Head of Building Management and General Services Unit

Vacancy Notice: 2013/33/P 105581

Level: P-3

Deadline for applications: 16 September 2013

Duty Station: Montréal

Date for entry on duty: After 16 September 2013

THE ORGANIZATIONAL SETTING

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of theOrganization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of workethics and conduct, and by using results based management skills and tools to support the Organization in implementing its StrategicObjectives, in order to serve all stakeholders of the world aviation community.

The Conference, Security and General Services section (CSG) of ADB is mainly responsible for event management and services,building administration and security management of the premises as well as document management and distribution services to theOrganization.

The Building Management and General Services Unit in the CSG Section is responsible for overall building management, includingliaison with Public Works, Government Services Canada and Westcliff, office management services, construction services, logisticsservices in terms of inventory, storage and supply, security and safety of premises and business continuity plans.

As Head of the Unit, reporting directly to the Chief, Conference, Security and General Services Section, the incumbent oversees andcoordinates all the above activities and is accountable for the smooth delivery of these services.

M AJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected re sults)

Leads, supervises and manages the work and staff of the Unit, achieving results such as:

• Provide efficient supervision of the staff of the Unit in terms of delegation of assessments, performance appraisals andfacilitation of administrative processes and procedures.
• Supervise, plan and organise assigned resources to provide timely and effective service delivery.
• Lead the development and implementation of Operation Plan with KPIs for the Unit and supervise, monitor and report on itsrealization.
• Supervise the preparation of budget proposals for the work of the Unit, monitor expenses and take decisions on correctiveaction, if required.Share technical expertise and knowledge to enable consistency and foster collaboration and teamwork.
• Monitor overall quality of the work of the Unit to ensure timely, thorough and efficient management of building, logisticsservices, security of premises and facilities services.
• Accurate and timely preparation of periodic reports and statistical data and analysis on the work of the Unit for management.
• Provide technical and administrative advice on building management, Operation & Maintenance (O&A) and security-relatedissues to regional offices as required.

Function 2 (incl. Expected results)

Coordinates all activities related to building maintenance, facilities services, and related activities, achieving results such as:

• In collaboration with Public Works, Government Services Canada and Westcliff preparing the yearly and triennial budgetproposal related to building management and office services, including progress reports and preparing documentation foraudits.
• Provide daily management in accommodation related issues and, as liaison, work with the proper authorities for implementingsolutions.
• Supervise the planning, prioritisation, and organisation of construction works, office space modifications, installation for theSecretariat and National Delegations, conference facilities and other parts of the HQ premises.
• Supervise procurement-related bidding activities and the execution of work in accordance with the specifications andrequirements of the tender requests.
• Supervise building management and the Operation and Maintenance programmes to ensure they are in line with ICAO needsand intervene in case of problems and conflicts.
• Coordinate and supervise office moves, repair works, as well as set up of items and construction for conference rooms.Oversee the handling of building services related insurance claims.

Function 3 (incl. Expected results)Supervises the handling of inventory management and logistics services, achieving results such as:

• Conduct asset management and other inventory related activities and ensure the effectiveness of logistics and distributionsystems.
• Establish procedures to ensure rapid, relevant responses and assistance to evolving supply needs and situations, includingemergency situations.Monitor, administer and maintain accurate logistics management systems, procedures, documentation and accurate reporting.
• Provide professional assistance and training for capacity building, particularly in logistics and distribution operations.
• Ensure full compliance with inventory management practices, rules and regulations for headquarters and regional offices.

Function 4 (incl. Expected results)

Manages the activities to the security of the ICAO Headquarters premises and the safety of the staff, residents and visitors andworks in close coordination with the Host Country, and IT security monitoring system of the HQ premises and staff, achievingresults such as:

• Liaise with the host state and building management on matters relating to security and safety.
• Assist the Chief of the Section on the development and implementation of the Organization's security policies and proceduresaimed at protecting the security of the ICAO premises and the safety of its staff, residents and visitors and coordinatesimulation exercises to test response to security incidents, crisis management framework and Business Continuity Planinvocation.
• Manage the IT security monitoring system to ensure IT security related incidents are under proper supervision and control, andprovide advice to Management on recommended action.

Function 5 (incl. Expected results)

Organizes, coordinates and monitors activities related to the development, implementation and maintenance of the ICAOBusiness Continuity Plan, achieving results such as:

• Provide assistance to Secretariat and Regional Offices in the process of development, implementation and updating ICAOBusiness Continuity Plan.
• Coordinate adoption and implementation of Business Continuity Plans with UN Headquarters and other UN Agencies located in Montreal.
• Organize and coordinate simulation exercises on invocation of Business Continuity Plan.

QUALIFICATIONS AND E XPERIENCE

Educational background

• A first-level University degree in business administration, management, or in a related field, is required.Professional experience and knowledge
• Preferably six years experience in large-scale national or international Building and Management Services and in theMaintenance and Operation of a large organization comprised of offices, conference facilities, and related offices and facilitiesor Security and Business Continuity Planning or Logistics and Inventory Management.
• Experience in a combination of two ormore of these areas would be a definite advantage.
• Proven leadership experience as well as experience in coordinating the work of different organizational entities is essential.
• Work experience in the private sector combined with experience in the public sector and/or large international organizations inany of the above areas is highly desirable.
• Experience in administrative matters, such as contract management, finance management, construction management orproject management is highly desirable.
• Experience in preparing working papers, policies, procedures, manuals, guidelines and administrative instructions for approvalby senior management and/or deliberative bodies.
• Experience in the United Nations system in emergency preparedness and response is desirable.

Language Skills

• Fluent reading, writing and speaking abilities in English are essential.
• A working knowledge of a second language of the Organization(Arabic, Chinese, French, Russian, or Spanish) is an asset.

Competencies

Accountability:

• The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership foractions and outcomes.

Client Orientation:

• The willingness and ability to see things from the clients' perspective anticipate client needs and concerns;find appropriate solutions for clients and keep clients informed.

Leadership:

• The person is in a role where serving as a role-model, translating vision to results, developing strategies; gainingsupport and driving for improvement are valued.

Judgment and Decision-making:

• The person is in a role where s/he is expected to identify key issues quickly, gather relevantinformation, consider positive and negative impacts, check assumptions against facts and make tough decisions whennecessary.

Vision:

• The person is in a role where the ability to understand and communicate strategic issues is valued.

Empowering Others:

• The person is in a role where they are expected to empower others through delegation, encouragement,holding others accountable, valuing others' input, and providing appreciation and recognition.

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 foran external candidate).ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to anyactivities 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 thisconnection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO PersonnelInstructions.

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil ServiceCommission (ICSC).The statutory retirement age for staff entering or re-entering service after 1 January 1990 is 62.

For external applicants, only thosewho are expected to complete a term of appointment will normally be considered.Remuneration:Level P-3Rate Net Base Salary per annum +Post Adjustment (net)per annum(*)Single 56,091 36,066Dependency 60,091 38,638(*) Post Adjustment is subject to change.

H OW TO APPLYInterested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at:https://careers.icao.int.

N OTICE TO C ANDIDATESICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itselfwith bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should bedisregarded.

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