Job Opening

Posting Title: Human Resources Assistant (Office Support), G5
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 07 September 2021 - 22 September 2021
Job Opening Number: 21-Human Resources-ICAO-163476-R-Montreal (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Staff Employment and Administration Section (SEA) is dedicated to operational aspects of Human Resources management and service, such as contract management, entitlement administration, separation handling and servicing retirees.

The incumbent reports directly to the Chief SEA who is responsible for assigning tasks, deciding on priorities and facilitating complex technical matters.


Function 1 (incl. Expected results)
Provides all administrative support to the section, achieving results such as:
•Comprehensive administrative support to the Office of Chief SEA.
•Collection, review and sorting of incoming and outgoing mail and other requests for information or action in common inboxes and appropriate distribution to these items
•Timely provision of background information for those items requiring the Chief’s attention
•Draft, type, format correspondence, documentation and other written material
•Efficient maintenance and update of the filing system for the Section, including confidential records, setting up new files and amalgamating existing files
•Compile documentation and prepare folders required by C/SEA for various internal and external meetings and undertake searches for reference material
•Arrangement of meetings for the Section, appropriate minute-taking
•Keep time and attendance records for staff of the Section and maintain the Leave Plan of staff of the Section.
•Efficient screening, coordination and scheduling of meeting requests with Chief SEA; maintain electronic calendars; receive visitors.
•Assistance in travel arrangements for Chief SEA’s participation at meetings away from Headquarters.
•Submit requisitions for payment for external suppliers, answer queries and take necessary follow-up action to ensure timely payment.
•Maintain and control access to the Confidential Filing Room. Log files in and out and ensure the safe-keeping and tracking of files at all times.
•Review on a daily basis the SEA in-box for incoming faxes and distribute to appropriate staff for action.
•Serve as back-up to the Human Resources Assistant (registry and Records).

Function 2 (incl. Expected results)
Generates statistical reports on geographic distribution for country status, drafts replies to all Notes Verbales requesting statistical information staff and on applications, achieving results such as:
•Accurate generation of statistics from the available databases on geographic distribution for the country status report,
•Regular compilation of statistical data on services delivered by the Section and for management and reporting purposes, including statistics for UNDSS in connection with the Malicious Acts Insurance Policy.

Function 3 (incl. Expected results)
Supports contract administration activities, achieving results such as:
•Client –oriented guidance on the use of templates for the preparation of “To Whom It May Concern” (TWIMC) letters in English and French and production of letters when required.
•Accurate verification of employment and salary information of received TWIMC letters
•Appropriate processing and receipt of approvals for TWIMC letters.

Function 4 (incl. Expected results)
Arranges for the accreditation of new recruits and other contract holders, achieving results such as:
•Liaison with necessary government officials in order to achieve timely issuance, renewal and cancellation of diplomatic and official acceptances and ID cards for all eligible staff.
•Timely processing and follow up on the issuance, extension, amendment or cancellation of United Nations Laissez Passers (UNLPs) for staff members at Headquarters and in the Regional Offices.
•Take appropriate arrangements for entry visas for staff and their dependants on appointment; liaise with the appropriate Visa Office(s) and arrange for the issuance of relevant letters for specialized licenses, including driver’s licenses.
•Appropriate response to queries from government officials and solution of problem cases regarding visa and protocol issues.
•Correct preparation of all forms and correspondence in relation to obtaining accreditation for new staff members, SSA contract holders and seconded experts and their dependants, for submission to the Department of Foreign Affairs in Ottawa;
•Regular maintenance and updating of HR database on acceptances and appropriate follow-up with ICAO Officials.

Function 5 (incl. Expected results)
Supports document management activities, achieving results such as:
•Draft replies to all Notes Verbales requesting statistical information on staff or information related to applications.
•Assist in the preparation of working papers, reports and presentations on HR related issues.
•Compilation and research of documentation, reference material and other information required by the Chief for various internal and external meetings.
•Revision of correspondence, working papers and other documents for completeness, accuracy, grammatical correctness and to editorial standards.

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


Professionalism: Ability to perform a broad range of administrative functions, e.g., human resources, database management, etc.; A broad knowledge of different Human Resources related areas, such as contractual arrangements, employment, entitlement administration, etc.
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.

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.

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 & 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.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.


High school Diploma is required.

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

Work Experience

A minimum of 5 years administrative experience in human resources or related field.
Proven experience in managing and maintaining filing systems.
Proven Experience dealing with protocol related matters.
Experience in the application of staff rules and regulations.
Work experience within an international organization or a government.


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

A working knowledge of any of the following languages 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

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.

Level: G-5
Net Base Salary per annum: CAD 38,922

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.

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