Job Opening

Posting Title: Human Resources Specialist (Social Security and Benefits), P3
Job Code Title: HUMAN RESOURCES OFFICER
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 15 December 2021 - 16 January 2022
Job Opening Number: 21-Human Resources-ICAO-170952-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 Staff Employment and Administration Section (SEA) which is one of two Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to the operational aspects of HR management and service, such as recruitment, classification, contract management, entitlement administration, separation handling and servicing retirees.

The Social Security and Pension Unit (SSP) is responsible for: the administration of staff benefits with respect to staff enrolment in the United Nations Joint Staff Pension Fund (UNJSPF) and all insurances, including after-service coverage; the application of review procedures for compensation claims and disability benefits; the interpretation of the provisions of the regulations, rules and pension adjustment system of the UNJSPF; the provision of advice to staff on pension entitlements and after-service benefits; ongoing liaison with the ICAO Medical Consultant on staff health matters and with the Quebec Government on matters dealing with Medicare; ongoing liaison with local insurance companies with regard to renewal of group insurance plans and the Employee Assistance Programme.

The incumbent will be responsible for the activities of the Social Security and Pension Unit, as well as to support staff and managers in terms of administering contractual arrangements, benefits and entitlements, in accordance with the staff rules and regulations.

The incumbent reports to the Chief, Staff Employment and Administration (C/SEA), who provides training and coaching if necessary, reviews the incumbent’s performance and supports the incumbent on complex issues.

Responsibilities

Function 1 (incl. Expected results)
Administers the activities and resources of the Social Security and Pension Unit, achieving results such as:
• Prepare workplans and reports on the activities of the Unit and oversee the preparation of relevant reports and documents.
• Provide guidance and direction to the staff of the Unit and to staff of ICAO on Pension matters and medical insurance coverage.
• Administer the processing of enrolment and separation of staff to the Pension Scheme, Medical Benefits Plan and other insurance coverage.
• Provide expert advice on Pension and social security matters, including access to Medicare and medical coverage under ICAO’s medical plan.
• Support the implementation of digital transformation initiatives, including implementation of electronic/ paperless processes.
• Participate, as and when required, in the meetings of the Pension Committee and serve as Secretary of the ICAO Staff Pension Committee, the Advisory Board on Compensation claims, and the , Health and Life Insurance Committee.
• Provide all guidance to the Ad Hoc Committee on insurance matters.

Function 2 (incl. Expected results)
Administers and manages participation and separation processes, as well as post-retirement matters, and manages the performance of the Medical Benefits Plan, including the Malicious Acts Insurance Scheme, achieving results such as:
• Administer the separation procedures with respect to the Pension Scheme and the Medical Benefits Plan.
• Administer the processing of enrolment of staff on the pension scheme and the Medical Benefits Plan.
• Administer separation processes, as well as post-retirement matters, including the determination and calculation of pension benefits.
• Administer the Group Health and Life Insurance Plans and the compensation provisions in respect of service- incurred loss and damage to personal effect and death, injury or illness.
• Review the performance of ICAO’s group health and other insurance plans, and analyse premiums, reimbursement statistics and other data, taking into account actuarial considerations and make proposals on equitable premium structure.
• Undertake research and analysis of insurance providers, as and when required.
• Oversee matters pertaining to the Malicious Acts Insurance Scheme.
• Consult with provincial and federal government officials on various social benefits.

Function 3 (incl. Expected results)
Monitors the administrative activities of the Medical Clinic, achieving results such as:
• Monitor the staffing and ensure that adequate coverage is provided to the Medical Centre
• Periodically evaluate the usage of the Medical Clinic
• Promote the preventative health care programme of the Medical Clinic.
• Administer the Employee Assistance Programme.
• Monitor and evaluate the issuance of sick leave.
• In consultation with the Medical Clinic, prepare an analysis of the various (repetitive) conditions affecting the health of staff members.

Function 4 (incl. Expected results)
Provides back-up support on entitlements and benefits, appointments, transfers, assignments, and separations, achieving results such as:
• Review and clear documents, correspondence, contracts on entitlements and benefits.
• Determine eligibility of allowances, benefits and entitlements, in accordance with the Staff Rules and Service Code.
• Determine conditions of employment upon appointment, and review letters of appointment.
• Advise new appointees on all entitlements and benefits.
• Provide timely solutions to problems that might be associated with contractual arrangements.
• Provide advice on the application of Staff Regulations, Rules, policies and procedures.
• Take appropriate action on cases in terms of contract administration, entitlements and separation cases.

Function 5 (incl. Expected results)
Supervises and monitors the administration of all non-staff categories of contracts and agreements, as well as temporary contracts, achieving results such as:
• Provide advice and guidance to managers and HR focal points on the application of the relevant policies governing non-staff categories of personnel (consultants, interns, young aviation personnel, seconded staff, scholarship awardees, etc.).
• Monitor the issuance of contracts issued, duration of contracts, frequency of engagement, and fees applied, ensuring compliance with policies.
• Administer the issuance of temporary contracts and ensure compliance with policies and procedures.
• Prepare statistical reports and analysis on the engagement of non-staff categories of personnel.
• Take appropriate action on cases in terms of contract administration, entitlements and separation cases. Provide accurate analysis and evaluation of requests from managers and staff, taking into account the needs, policies and procedures of the Organization.
• Prepare trend analysis reports on the use of non-staff personnel.

Function 6 (incl. Expected results)
Maintains a calendar of all critical HR activities and events for the year, and monitors leave administration, achieving results such as:
• Prepare, in consultation with subject specialists for the various HR areas, the relevant meetings, activities and events.
• Monitor and keep track of all actions as per the calendar of activities.
• Provide appropriate monitoring of allotments and budget utilization.
• Monitor leave administration and prepare statistical analysis of leave data.

Function 7 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge of human resources policies, practices and procedures and the ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to lead discussions on topics related to pension benefits. 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.

Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

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.

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.

Education

A first-level university degree (or academic equivalent) in human resources management, law, finance, public or business administration, social sciences, or in a related field.

Work Experience

Essential:
A minimum of six (6) years of professional experience including at least 3 years in the UN system dealing with human resources management, in particular the administration of benefits and entitlements.

Proven experience in the application of the Administrative Rules of the UN Joint Staff Pension Fund and policies governing various insurances.

Experience in the preparation of position papers/working papers and in leading discussions on topics relating to pension benefits.

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Desirable:
Experience in the implementation of digital transformation initiatives and automation of business processes.

Experience with Enterprise Resource Planning (ERP) systems, and the United Nations Joint Staff Pension Fund (UNJSPF) Integrated Pension Administration System (IPAS).

Languages

Essential:
Fluent reading, writing and speaking abilities in English.

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

Assessment

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

Special Notice

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 3 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, in accordance with the provisions of the ICAO service code (Staff Regulations).

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 2013 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.

Remuneration:
Level P-3
Net Base Salary per annum USD $62,120
Post Adjustment (net) per annum(*) USD $ 27,767

(*) Post Adjustment is subject to change.

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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