Job Opening

Posting Title: Consultant - Human Resources Assistant (Entitlements and Contracts Management)
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 04 May 2022 - 11 May 2022
Job Opening Number: 22-International Civil Aviation Organization-180541-Consultant
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Result of Service

The consultant reports directly to the HR Specialist (Staff Administration) who assigns tasks, decides on priorities and who facilitates complex technical matters operational aspects with regards to HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing of retirees, administration of social security and pension benefits, staff accreditation matters.

Work Location

Montreal

Expected duration

It should be noted that this consultancy is to be filled for an initial period of six (6) months, with the possibility of an extension.

Duties and Responsibilities

THE ORGANIZATIONAL SETTING

The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to operational aspects of HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing of retirees, administration of social security and pension benefits, staff accreditation matters, and oversight of the medical clinic.
The consultant reports directly to the HR Specialist (Staff Administration) who assigns tasks, decides on priorities and who facilitates complex technical matters.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)
Prepares offers and letters of appointment and other personnel actions affecting contractual status, such as reclassification, reassignment and extension, achieving results such as:
• Timely and appropriate preparation of Letter of Offer for newly appointed staff.
• Liaison with medical team and follow-up on medical certification for newly appointed staff.
• Accurate verification and calculation of entitlements upon appointment.
• Timely processing of appointments on basis of transfers, secondment, re-assignment and other UN inter-agency exchange understandings.
• Arrange for travel of new recruits and their family members.

Function 2 (incl. Expected results)
Examines, calculates and administers all allowances and entitlements for Professional (P) and General Service (GS) staff, achieving results such as:
• Administration of various staff entitlements such as dependency allowance, education grant, education grant travel, rental subsidy, and special post allowance.
• Verification of requests for entitlements in terms of completeness of documentation, consistency and appropriate application of policy.
• Appropriate analysis and preparation of payment applications for rental subsidy; implementation and administration of the rental system for Headquarters and Regional Offices.
• Review, verification and calculation of claims for education grants, of entitlement to mobility & hardship allowance and process payment.
• Recommendation as to the discontinuance of payments in order to avoid overpayment or abuse of system.
• Appropriate preparation and follow-up on documents related to payroll, benefits and entitlements and ensure accuracy of information.

Function 3 (incl. Expected results)
Monitors leave entitlements of staff, achieving results such as:

• Accurate calculation and processing of any type of leave entitlements.
• Draft individual memos, correspondence and other documentation with respect to leave entitlements.
• Support to Attendance Focal Points in leave management, including training, briefings and guidance in application of rules and regulations.
• Verification of accuracy of data in electronic system; make recommendations to advance and increase usage of electronic system.
• Flag issues, such as long absences, unauthorized absences and other cases to HR Specialist (Entitlements & Contract Management).

Function 4 (incl. Expected results)
Administers formalities and contractual arrangements with respect to separation of staff, achieving results such as:
• Evaluation and calculation of 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.
• Preparation of separation checklist and clearance certificates.
• Inform appropriate persons in terms of cancellation and change of ID, UN Laissez-Passer (UNLP), visa and other identification items.

Function 5 (incl. Expected results)
Provides support, advice and guidance to staff members and HR Management in general, achieving results such as:
• Provide guidance and support to HR Focal Points in Headquarters and Regional Offices regarding entitlements and answer queries accordingly.
• Update the status of staff under responsibility, as required through the Annual Status Review.
• Independent follow-up on any pending cases and initiate appropriate action.
• Timely and accurate update of the relevant electronic staff databases.
• Responsible for the establishment and accurate maintenance of filing systems and regular update thereof.
• Performs any other duties that may be assigned from time to time.

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

Qualifications/special skills

Academic Qualifications:
A Diploma of College Studies (DEC) or equivalent is required. Additional training or certification in human resources, business administration, or related field is preferred.

Experience:
Essential
• A minimum of 6 years administrative experience in Human Resources or a related field.
• Proven experience in managing contractual arrangements.
• Experience in the application of staff rules and regulations.

Desirable
• Experience in the application of staff rules and regulations.
• Familiarity with the entitlements, allowances, benefits, and compensation systems of the United Nations.

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

Desirable
Knowledge of any of the other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

Additional Information

Consultant must hold either Canadian citizenship or Canadian Permanent Residency in order to be eligible for this consultancy.

The daily rate for this consultancy (Band A) is CAD $200.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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