Job Opening

Posting Title: Field Personnel Associate, G6
Job Code Title: HUMAN RESOURCES ASSISTANT
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 05 April 2022 - 15 May 2022
Job Opening Number: 22-Human Resources-ICAO-178694-R-Montreal (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Field Personnel Section’s (FPS) services are aligned and fully integrated to the operations of three other core business functions of the Technical Cooperation Bureau (TCB), namely Field Operations Section (FOS), Procurement Section (PRO) and Business Support Section (BSS). The Chief, Field Personnel Section (C/FPS) provides leadership, management and operational guidance to the Field Personnel Administration (FPA) and the Field Recruitment (FRU) Units, which in turn implement the day-to-day processes leading to the efficient and effective selection, deployment and retention of Field Experts.
The incumbent reports to the Field Personnel Officer with responsibilities assigned within the FPA Unit. S/He will provide operational and quality assurance support. As a focal point, the incumbent ensures accuracy and consistency in presentation of the routine administrative correspondence and documentation used in application of rules, while facilitating appointments of international and national personnel, including non-staff personnel (Special Service Agreements (SSA) & Service Contracts (SC) contract management, administration of entitlements, separation processes and services to retirees. The incumbent provides first- level review of documentation related to processing benefits and entitlements as outlined in application of the different sets of rules and procedures related to specific categories of contracts, as a quality assurance mechanism.

Responsibilities

Function 1 (incl. Expected results)
Provides quality assurance checks on FRA’s Administrative support team input and ensure accuracy and consistency in templates, letters, emails and any other modes of communication made to designated TC experts in the field, achieving results such as:
• Review and validate correspondence and documentation related to appointments, contract management, assignments to duty stations, separations, travel, and process final documents for retirees under the UNJSPF or Provident fund, drafted by administrative staff of FPA to ensure alignment, accuracy, consistency of the information with the provisions of the Field Service staff rules and the application standards.
• Conduct first-level verification of entitlements due to staff upon appointment entered by the Unit’s Administrative Assistants as in the system to confirm accuracy in payment of staff benefits and entitlements.
• Provide guidance and training as backstopping support for the team responsible for administering contracts and processing of benefits and entitlements for Field Service staff.
• Monitor daily operations, document and update FPA’s operational and statistical reports, as required.

Function 2 (incl. Expected results)
Prepares letters of appointment and other personnel actions affecting contractual status such as appointments, reassignment and extension, achieving results such as:
• Prepare Letter(s) of Appointment for newly appointed staff.
• Liaise with medical team and follow up on medical certification for newly appointed staff.
• Conduct accurate verification of entitlements due to staff upon appointment.
• Facilitate individual briefing(s) to all new recruits on benefits and entitlements.
• Monitor regularly and follow up on contract expiration dates; extend, renew or intiate termination of all types of contracts as appropriate.
• Notify supervisor on any delays in processes to determine solutions or corrective measures related to complex cases.
• Facilitate timely processing of appointment(s), transfer(s), secondment(s), re-assignment(s), including any other necessary actions related to the UN inter-agency Memoranda of Understandings related to exchange of staff.
• Arrange for travels of staff on appointment/separation and organize for shipment of their personal effects where applicable.
• Initiate the process of security clearance with United Nations Department of Safety and Security (UNDSS) and advise the appropriate authorities on the expected date(s) of arrival of staff.
• Follow up and complete processes of reference checks and release of experts from national administrations.

Function 3 (incl. Expected results)
Examines and administers all allowances and entitlements for Professional (P) and General Service (GS) staff at different hardship duty stations around the world, achieving results such as:
• Administer staff entitlements such as dependency allowance, education grant, education grant travel, family visit(s), rental subsidy and payment advance(s) and deduction(s), special post allowance, danger pay and minimum operating security standards (MOSS) and minimum operating residential security standards (MORSS) expenses, as applicable.
• Verify requests for entitlements in terms of completeness of documentation, consistency and appropriate application of policy.
• Monitor regularly and follow up on renewal of entitlements, changes in salary scale and post adjustment, and take appropriate action.
• Make timely administration of salary adjustments due to staff and prepare payment authorization for all allowances and entitlements.
• Analyze and prepare payment applications for rental subsidy and rental deduction.
• Review, verify and calculate claims for education grants and entitlement to mobility and hardship allowance, and process payments where necessary.
• Make recommendations on discontinuation of payments in order to avoid overpayment or abuse of system.
• Liaise with Finance Branch (FIN) on all issues related to the timely and accurate payment of compensations and remunerations.
• Prepare and follow up on documents related to payroll, benefits and entitlements and ensure accuracy of information.
• Follow up and update information related to staff medical insurance enrolment.

Function 4 (incl. Expected results)
Monitors leave entitlements of staff, achieving results such as:
• Make accurate calculations and process leave entitlements.
• Draft correspondence and other documentation with respect to leave entitlements.
• Support Attendance Focal Points in leave management, including training, briefings and provide guidance in application of rules and regulations.
• Produce statistical reports on absences and flag any issues to the Associate Field Personnel Officer.
• Verify accuracy of data in electronic system; make proposals for advancement or alteration of usage of electronic system.
• Flag issues such as long absences, unauthorized absences and other cases to the Associate Field Personnel Officer.

Function 5 (incl. Expected results)
Administers formalities and contractual arrangements with respect to separation of staff, achieving results such as:
• Evaluate and calculate the last day of duty, removal estimates and other entitlements on separation.
• Obtain and follow up on appropriate documents to substantiate claims and verify quality, completeness and accuracy of documentation provided.
• Prepare separation checklist(s) and clearance certificate(s).
• Inform appropriate focal points of cancellation and change of ID, UN Laissez-Passer (UNLP), visa and other identification items.

Function 6 (incl. Expected results)
Provides support, advice and guidance to staff members and colleagues in the Field Operations Section (FOS) in general, regarding staff/experts in the field, achieving results such as:
• Provide assistance and advice as required to Field Experts/staff, independently brief them on their entitlements, guide them through the necessary administrative processes, and support them in complying with administrative formalities.
• Recommend actions, remind, brief and train staff on their entitlements, administrative processes and formalities.
• Provide input on implementation of processes necessary for the processing of staff entitlements and benefits and continuously take initiative to improve service delivery.
• Provide guidance and support to Focal Points in Headquarters, Regional Offices and Project Offices regarding entitlements and answer queries accordingly.
• Update the status of staff under her/his responsibility, as required under the Annual Status Review reporting.
• Prepare periodic reports on issues pertaining to entitlements and allowances.
• Make independent follow-ups on pending cases related to administration of staff contracts and entitlements and initiate appropriate action.
• Conduct research and prepare proposals for granting exceptions to the Staff Rules or any related policies and identify precedents.
• Update in a timely and accurate matter the relevant electronic staff databases. Extract data and prepare statistics for planning, analytical purposes and for management review.

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

Competencies

Professionalism: Proven ability to administer contracts benefits and entitlements of personnel from diverse geographical locations. S/He should demonstrate professional mastery in application of HR principles governing staff Administration, fairness, observing deadlines, ensuring timely delivery on assigned roles, focus on quality and maintain accuracy in work output. 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.

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.

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.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

Essential
• A Diploma of College Studies (DEC) or equivalent education.
• Additional training or certification in human resources, business administration or related field.

Work Experience

• A minimum of six (6) years administrative experience in human resources or in a related field is required.

• Experience in handling Human Resources functional responsibilities, such as contractual arrangements, employment, entitlement administration, etc. is required.

• Proven experience in managing and maintaining filing systems is required.

• Proven experience of data collection, collation and analysis of HR statistics for reporting is required.

• Experience in operating office automation systems, ERP planning tools, etc. is required.

• Work experience in an international organization or a government civil aviation organization is desirable.

• Experience in the application of the UN common system staff rules and regulations is desirable.

• Working experience with Agresso is desirable.

• Experience in maintaining e-filing systems is desirable.

Languages

Fluent reading, writing and speaking abilities in English is required.
Knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Assessment

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

Special Notice

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of one year (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 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 (G-6) Net Base Salary per annum (CAD 44,077)

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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