Sarah Callaghan

Monitor and prioritize Cluster 1 tasks:

(Administrative Management) assignments, providing consistent guidance and support on administrative and procedural office management matters to ADB staff.

Advise and guide the Administrative Assistant in processing correspondences and in coordinating administrative matters with Section Chiefs, the Offices of the Secretary General and the President, Council Delegations, as well as external parties.

Focal point for all administrative, operational and procedural matters within the Bureau by providing administrative guidance and training to Professional and General Service staff of the Bureau.

Analyze, review and summarize exceptional and requests/correspondence for approval by D/ADB: HR files, Secondment Opportunities/Junior Professional Opportunities, MoUs/Agreements between Member States/Industry and ICAO, requests for Special Post Allowance, letters to Delegations/DGCA.

Analyze urgent/complex queries from OSG/PRES and Delegations and draft responses for review by D/ADB through PMO.

Draft letters, correspondence, emails, and timely and appropriate responses to correspondence, complex enquiries, inter-office memoranda and other requests on a variety of ADB subjects, submitted for the approval and signature of the Director/OSG.

Conduct thorough research and prepare responses to internal and external inquiries from Member States, other UN agencies and international organizations.

Timely and efficient monitoring/coordination for ADB in supporting governing bodies (Assembly, Council, COG, FIC, RHCC) on correspondence, speaking notes, PPTs, working papers, sessional progress reports and their circulation to the Council (e.g. Digital Transformation and InfoSec implementation, status of ICAO workforce, publications, procurement).

Supervise the production of documents and review, proofread as well as edit all correspondence and documentation emanating from the Bureau & Office of D/ADB.

Apply classification standards in the analysis of job descriptions and recommends grade, occupational group and functional title.

Provide advice and support to Managers, Focal Points and staff members on the application of classification policies, standards and procedures. 3) Support organizational design and structural change initiatives.

Serve as Focal Point for matters pertaining to position management and supports the HR Focal Points in the Bureaus and ROs.

Serve as ADB Focal Point for recruitment activities relating to e-Recruiter.

Achieved turn around time of 48 hours for classification review of posts.

Provided efficient and in-depth support and guidance to Focal Points and Managers in job description writing for GS posts.

Provided expedient support in my role as superuser for e-Recruiter, responding to queries and problem solving on recruitment requisitions and workflows.

Analyze requests submitted for the filling of established and temporary posts and for Special Service Agreements (SSAs), ensure receipt of required documentation, check details of post/staff assignment, annotate Form 380 accordingly, calculate total costs of assignment and prepare submission to approving authorities.

Liaise with the Financial Services Section (Budget Control) (FSV/FSC) to obtain confirmation of availability of funds for staffing requests.

Follow up to ensure timely receipt and processing of post descriptions, organizational charts and Form 380s for the posts which have been approved for advertisement.

Maintain and update the Classification Register and record classification decisions in the PER database and maintain relevant records.

Assist is classification matters by comparing and proofreading existing post descriptions on file with revised post descriptions submitted by Bureaus/Offices.

Provide assistance in the conduct of special projects, such as salary, cost-of-living and rental surveys. Carry out background research as directed, obtain local data relevant to the survey being undertaken, collate information and assist in the dissemination of information.

Prepare Staff Notices related to changes to the ICAO Structure of the Secretariat to language services and submit through Hummingbird and EDEN for translation and publishing.

e-Recruiter: Conduct first-level training and guidance to staff by troubleshooting, problem solving and answering queries.

Liaise with focal points to ensure that established procedures are carried out.

Monitor requests in e-Recruiter and follow-up with approving authorities to ensure streamlined workflow processes to improve efficiency.

Job Classification: Provide ongoing support on job classification, maintain a registry of cases for follow-up and workforce planning purposes.

Update/maintain post descriptions and prepare initial comparative analysis.

Position Management: Maintain and update position numbers and ensure accuracy of post data in the Personnel data base (Oracle) and HR/Payroll Module (Agresso).

Gather and update information regarding temporary assignments and post/staffing actions. Make any necessary adjustments to ensure accuracy of statistics.

Respond to requests for post/staffing information and in preparing statistics on post actions and staff movements.

Organizational Design: Monitor, coordinate and promulgate changes to the Structure of the Secretariat. Maintain and update organizational charts.

Human Resource Action Plans: Assist in the preparation, implementation and follow-up. Assist in compiling statistics for planning purposes.

Recruitment: Prepare draft vacancy notices and assist in pre-screening applications.

HR Policy: Prepare, or assist in reviewing and finalizing working papers, reports, PowerPoint presentations. Draft memoranda, briefs.

Formatting of documents and correspondence.

Proofreading of documents and correspondence for precision and adherence to ANB standards and procedures.

Preparing documentation for publication.

Marking up amendment proposals.

Tracking of group tasks and workloads.

6) Preparing drafts, e-mail messages, memos, minutes, etc.

Assisting Technical Officer with Study Group, OPS Panel, Helicopter and Tilt-rotor Study Group, providing administrative support along with the proofreading of all documentation and meeting notes sent out to members.

Undertaking searches for reference material in files, documents, publications, etc.

Revising lists of substances to be incorporated in the new Dangerous Goods Web Oriented Database (Dagwood) liaising with EN/EDL for editorial precision.

Scanning of Bilateral Agreements Project:

i) Manage the scanning and paper capturing (function which provides for a searchable text) of all Bilateral Agreements (still in force) using the software application, Adobe Acrobat 5.0.

ii) Ensure the quality of the scanned text is acceptable to be published on the staff website. Where the authentic text is of poor quality or bound, the document must be photocopied first before scanning.

iii) Confirm the Agreements have been effectively published on the ICAO staff website and are readily available to staff members. As a next step, the publication on the ICAO-NET, for Contracting States is envisaged.