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AIR OPERATIONS ASSISTANT
- Job category: Operation Affairs
- Post date:14 Jun 2019
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Posting Title: AIR OPERATIONS ASSISTANT, FS5 (Temporary Job Opening)
Job Code Title: AIR OPERATIONS ASSISTANT
Department/Office: United Nations Mission to support the Hodeidah Agreement
Duty Station: DJIBOUTI
Posting Period: 09 June 2019 – 15 June 2019
Job Opening Number: 19-Transportation-UNMHA-118211-J-Djibouti (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The position is located in the Service Delivery Pillar of the Mission Support Component of the United Nations Mission in support of the Hudaydah Agreement (UNMHA). The incumbent will be based in Djibouti, Djibouti and will report to the Air Operations Officer.
Within the limits of delegated authority, the Air Operations Assistant will be responsible for performing the following duties:
Air Operations Centre (Unit) duties:
•Plans and coordinates routine (regular passenger/cargo, logistics resupply) flights, special (casualty and medical evacuation. VIP) flights and military operational flights in accordance with Standard Operating Procedures (SOPs), UN directives, Aviation Manual, UN Aviation Standards for Air Transport Operations (UN AVSTADS), UN Aviation Safety Manual, ICAO standards and recommended practices and the host country’s Aeronautical Information Publications (AIPs).
•Reviews Air Mission Requests and proposes the most suitable air asset(s) to be assigned to a task to achieve the maximum safety, cost efficiency and effectiveness in the mission support.
•Compiles the daily projected Air Tasking Orders (ATOs) in accordance with the requested tasks; publishes and communicates ATOs to all relevant elements in accordance with the established procedures and deadlines.
•Coordinates the integrated search and rescue operations for UN air assets and other aircraft upon request.
•Coordinates diplomatic over flight/landing clearances, ground handling support and hotel accommodation/meal/transportation arrangement for aircrews.
Technical Compliance and Quality Assurance Unit duties:
•In consultation with CAVO prepare and manage annual Operational Staffing Aviation and Movcon Budget proposal.
•Manage all Section Contracts. Liaise with Procurement on Purchase Orders Contract extensions and Technical Evaluations.
•Create Section Shopping Carts, Low Value SC, Fund-pre commitments and Fund Commitments in UMOJA.
•Calculate and update the rates/cost to be used for Cost Recovery.
•Review, monitor and process Aircraft Contractor`s Invoices for reimbursement for Jet Fuel, Ground handling, Aircrew Hotel accommodation/transportation.
•Manage and overview the expenditure of Aviation Section.
•Monitors air carriers’ and military aviation units’ conformance and compliance with the terms and conditions of the applicable long-term aircraft charter agreements and letters of assist.
•Provides recommendations to the Technical Compliance Officer on the necessity for extension or termination of civilian long-term aircraft charter agreements and military letters of assist in accordance with the established deadlines.
•Participates in the initial aircraft inspections conducted by the Mission Aviation Safety Officer and verifies that the agreed aircraft specifications are complied with.
•Initiates the quarterly civilian air operators’ performance evaluation reports, military letter of assist semi-annual performance evaluation reports and end-of-contract performance evaluation reports in accordance with the established deadlines.
•Monitors that applicable aircraft documentation/certificates are valid and current.
•Monitors that agreed periods of aircraft non-availability due to maintenance and/or aircrew sickness are complied with and valid maintenance/ medical release certificates are provided.
•Monitors that aircrew members possess valid licenses and certificates, and meet the requirements agreed in the applicable long-term aircraft charter agreements and letters of assist.
•Verifies monthly aircrew attendance records.
•Conducts internal audits in accordance with the approval unit’s/section’s Internal Audit Program and Internal Audit Plan.
•Conducts random checks and inspections of civilian air operators and military aviation units.
Air Fields/Air Terminals Unit duties:
•Coordinates the provision of reliable, cost effective and efficient ground handling support (including emergency crash and rescue support) to the air operations activities of a field mission.
•Coordinates the Foreign Object Debris (FOD) activities at airfields and air terminals.
•Coordinates the aviation security activities related to operations at airfields/air terminals used for UN air operations.
•Participates in the integrated search and rescue operations for the UN air assets and other aircraft upon request and coordinates the availability and operational readiness of the required personnel and equipment.
•Verifies that airfields/air terminal and landing sites are equipped for UN air operations in accordance with the requirements of DOS Aviation Manual and UN AVSTADS.
•Participates in the coordination of the aviation infrastructure rehabilitation projects with the civil and military aviation authorities of a host country.
•Participates in the development of technical specifications for goods and services, provides inputs to the responses to bids and technical evaluations to ensure that vendor’s proposals meet technical requirements.
•Participates in the coordination of the requisition process with purchasing authorities.
•Monitors contracts for the provision of ground handling support and participates in the evaluation of vendor’s performance in coordination with the contracts Management Unit and/or the
•Conducts inventories and physical annual checks of relevant aviation equipment.
•Conducts the aviation risk management for UN aviation activities in accordance with the established procedures.
•Monitors utilization of UN air assets and analyses the statistical data obtained.
•Maintains the electronic databases in accordance with the established procedures and deadlines.
•Briefs aircrews on UN polices, aviation safety requirement and the latest applicable aviation standard operation procedures.
•Monitor that appropriate reference documents are current, readily available and accessible to all aircrew members and aviation personnel.
•Analyses, in coordination with the Aviation Safety Unit/Section, the aviation safety reports, identifies necessary corrective and preventive measures and informs the Officer on the required actions.
•Liaises with other UN units/sections, non-government and government organization and intergovernmental agencies on aviation matters.
•Participates in the development of the standard operating procedures for the related aviation processes.
•Participates in the development of budget proposals for the mission’s air transport operations.
•Participates in the development of the detailed Mission’s Statement of Requirements to UNHQ for aircraft acquisition.
•Provides inputs to the responses to UNHQ during aircraft technical evaluations to ensure the vendor’s proposals meet technical requirements.
•Participates in the preparation of operational plans, performance reports, and responses to internal and external audit observations.
•Performs other related duties as required.
Professionalism: Proven analytical and evaluation skills. Thorough knowledge of all forms of air transportation activities. Thorough knowledge of aviation safety requirements. Ability to work independently in managing difficult and time sensitive situations as well as conflicting priorities; demonstrated analytical and evaluative skills. 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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 and 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.
A high school diploma or equivalents is required. Training and certification as a Commercial Pilot, or a Flight Operations Officer/Flight Dispatcher, or an Aircraft Maintenance Technician, or a Ground Operations Officer, or an equivalent military qualification is required. Training in the safety and quality management is desirable. Training as an aviation internal auditor is desirable. Advanced knowledge of aviation radio communication terminology and procedures is required. A valid driver’s license is required. Knowledge of Microsoft Office tools such as the Word, Excel and PowerPoint is required.
A minimum of eight (8) years of progressively responsible experience in air transport operations or aviation safety is required. Experience in the development and implementation of the safety and quality management systems is desirable. Experience in the use of ICAO standards and recommended practices is desirable. Knowledge of UN financial regulation and rules is desirable. Experience in international operations in a post conflict environment is desirable.
English and French are the working languages of the United Nations. For this position, fluency in English (both oral and written) is required. Fluency in Arabic and French is highly desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by informal interview.
This position is being advertised for advance planning purposes pending formal approval of the relevant funding and staffing structures for a duration of 6 months. An appointment may be terminated or post level adjusted in accordance with the Staff Rules for such reasons as abolition of post or reduction of staff or committee funding approvals, for example in the event that the funding for the post is not approved or the mandate of the mission is not extended.
If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential.”
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations 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. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
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 internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the 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 on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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