Job Opening

Posting Title: Human Resources Assistant (Recruitment), G5
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 19 August 2021 - 05 September 2021
Job Opening Number: 21-Human Resources-ICAO-162226-R-Montreal (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is situated in the Recruitment, Classification and Post Management (RCP) Section. RCP is one of the three Human Resources Sections within the Bureau of Administration and Services (ADB) and it is responsible for the full range of recruitment, classification, post management services for all Bureaus/Offices at Headquarters and Regional Offices. The incumbent reports to the Chief of the Section.


Function 1 (incl. Expected results)
Organizes the selection process for Professional, General Service Category, and Temporary Appointment positions and supports the Section in the timely filling of vacancies, achieving results such as:
•Prepare, review, and publish vacancy notices on ICAO’s employment page, Council website, LinkedIn, authorised magazines and journals, etc.
•Process, review, and transmit recruitment documentation to Hiring Units, screeners, and panel members including applications, CVs, questionnaires, electronic tests, etc.
•Coordinate and apply written and electronic tests, ensuring efficient planning, objective assessment and appropriate follow-up.
•Ensure that the recruitment process follows policies, rules, and regulations and flag any deviation from the standards, candidates who are not eligible, and shortlisted candidates who do not meet the minimum requirements of the vacancy, etc.
•Organize and schedule interviews and/or assist Hiring Units in scheduling and preparing for and conducting interviews and assist and guide panel members through the recruitment process.
•Thorough preparation of all necessary documents and background information for interviews, written tests and other selection tools.
•Provision of appropriate candidate assistance in a client-oriented manner, regularly communicating on status of the recruitment process, etc.
•Timely response to queries from hiring units on the status of the recruitment process.
•Action administrative procedures including checking of references and education of recommended candidate(s).

Function 2 (incl. Expected results)
Assists in the preparation of submissions to the Appointment and Promotions Board (APB) and assist in the preparation of documentation for the Human Resources Committee (HRC) and subsequent approving authorities as needed, achieving results such as:
•Coordinate and/or assist in the coordination of all aspects related to the APB.
•Prepare the necessary documentation to be submitted to the APB, and assist in the preparation of documents for the HRC (Human Resources Committee), including review of background and recruitment information ensuring accuracy and completeness.
•Follow-up on minutes of APB meetings and prepare documentation for submission to final authority.

Function 3 (incl. Expected results)
Arranges staffing process for Consultants, and Internships, including deployment of staff for ICAO internal and external meetings and conferences, achieving results such as:
•Review and publication of vacancies and timely submission of CVs to the Hiring Units.
•Appropriate oversight of recruitment requests for consultant and internship positions to ensure that appointments follow rules and regulations and take additional action if necessary.
•Follow-up on progress of recruitment cases.
•In a timely manner, provide client-oriented answers to queries on recruitment of selection process.
•Manage effectively the deployment mechanism of candidates from roster or other sources, i.e. react to requests from hiring units to fill a position on short notice, select the appropriate candidate(s) from the roster on basis of the terms of reference and make recommendations to the Hiring Unit.
•Coordinate with Staff Administration the proper appointment and contractual arrangement for filling consultant positions, internship positions and roster candidates.

Function 4 (incl. Expected results)
Arranges staffing process for positions that are based on special memorandum of understandings (MoU), mobility policy or similar initiatives, including, but not limited to Seconded staff, the Young Aviation Professional Programme (YAPP) and Fellowship Project, achieving results such as:
•Screen CVs and advice as to the deployment of the candidate to the appropriate Hiring Unit.
•Take appropriate action when receiving a request for hiring a candidate under special MoU from a Hiring Unit.
•Coordinate the selection process of the candidate(s) with Hiring Units.
•Liaise with the candidates on a possible appointment, explain the process and answer any queries arising.
•Follow up with the Staff Employment and Administration (SEA) Section on the appointment of candidates.

Function 5 (incl. Expected results)
Provides support for recruitment and filing systems and updates recruitment status tables, achieving results such as:
•Responsible for the accurate maintenance of filing systems and regular update of recruitment data, status, and statistics.
•Maintain recruitment and appointment records in the online recruitment system. Extract data and prepare statistics for planning and analytical purposes and for management review.
•Prepare periodic reports on recruitment status in order to support management decision making.
•Provide first-level business support for Inspira recruitment modules.
•Respond to queries and provide guidance to stakeholders and clients related to recruitment status.
•Flag bottlenecks and delays to the HR Specialist, (Outreach and Capacity Development).
•Follow-up on any pending cases and initiate appropriate action.
•Assist in conducting research on HR-related issues and best-industry practices. Make recommendations on ways to improve internal recruitment and appointment processes and on how to improve overall efficiency and effectiveness.
•Support the implementation of new IT Recruitment systems and assist client users.
•Provide training and/or guidance material on recruitment as required.

Function 6 (incl. Expected results)
Performs other related duties, as assigned.


Professionalism: Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.

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.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks outside the box; takes and interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.


•Completion of secondary school or equivalent education.

•Additional training or certification in human resources, business administration, or a related field.

Work Experience

A minimum of five years’ administrative experience in human resources, or a related field is essential.
Proven experience in the use of modern information and communications technology for the processing and management of data is essential.
Experience in the use of automated e-recruitment systems or similar integrated human resources information management systems is essential.
Work experience within an international organization or a government is desirable.
Experience in recruitment, candidate assessment and selection is desirable.


•Fluent reading, writing and speaking abilities in English and French.

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


Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Applicants must hold either Canadian citizenship or Canadian Permanent Residency 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 three 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 within the duty station.

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 2001 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.

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.

Sorry, this job opening is no longer available.
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