Job Opening

Posting Title: Human Resources Specialist (Policy), P4
Job Code Title: HUMAN RESOURCES OFFICER
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 27 June 2022 - 27 July 2022
Job Opening Number: 22-Human Resources-ICAO-185037-R-Montreal (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Policy, Organizational and Staff Development Section (POD) is one of the three (3) Human Resources Sections within ICAO’s Bureau of Administration and Services (ADB). Under the overall direction of the Deputy Director, Human Resources (DD/ADB HR), the POD Section, is responsible for HR policy development, organizational development and workforce planning, learning and staff development, disciplinary matters, and performance management. Responsibility for HRM-related change management projects and coordination of UN inter-agency surveys at the Montreal duty station also falls within this Section’s mandate.

The HR Specialist (Policy) serves as the lead on HRM policy issues, reviewing existing policies and identifying critical gaps/omissions, making proposals for change according to established best practices, developing new policies, monitoring for compliance/adherence, and providing guidance and authoritative advice and interpretation on a wide range of HR policies and procedures. S/he also provides specialist HR advice and expertise, as required, to designated business partners on specific, potentially complex cases, and substantive expertise on the formulation, application and interpretation of ICAO Staff Regulations and Staff Rules and other HR-related issuances. S/he also provides risk-based analysis and advises management on the risks/implications associated with HR policies and contractual modalities.

In addition, the HR Specialist (Policy) leads the review of disciplinary matters, including cases of alleged misconduct, administrative procedures, appeals, and administrative reviews, making recommendations on the appropriate actions/measures to be adopted, in compliance with the ICAO Service Code (Staff Regulations), Staff Rules, Personnel Instructions, and policies, in consultation/collaboration with the Legal Affairs and External Relations Bureau (LEB) and other relevant entities. The HR Specialist (Policy) will act as ICAO’s official liaison officer with the United Nations Office of Internal Oversight Services (OIOS).

S/He carries out the functions of the post under the supervision of the Deputy Director, Human Resources (DD/ADB HR), in accordance with HR strategy and directives, Council decisions and audit recommendations.

Responsibilities

Function 1 (incl. Expected results)
Policy Review and Analysis - Assesses, reviews, and analyzes existing HR policies and procedures in order to identify best practices and business-critical gaps in HR policies, guidance and procedures, achieving results such as:

• In consultation with relevant stakeholders, continually assess the adequacy, usability and effectiveness of HR policies, guidance and procedures, to identify gaps/omissions and/or the need for new and revised regulations, rules, policies and procedures to support programme delivery and promote efficiency.
• Conduct extensive and ongoing research and benchmarking analysis of human resources management policies and practices that represent industry and/or UN-wide best practices, and make recommendations for their adoption/integration into ICAO’s existing HRM policy framework.
• Analyse the trends and patterns reflected in HR data and articulate policy changes and recommendations from lessons learned.
• Continually analyse industry developments; liaise with other UN system organizations to ensure ICAO is at the forefront of efficiency and effectiveness in relation to HR policy development.
• Establish, maintain and enhance collaboration with other UN common system entities and/or international, government, or industry organizations, to consult on common/innovative approaches related to HR policy matters, e.g. benchmarking opportunities, lessons learned, and achievement of objectives.

Function 2 (incl. Expected results)
Policy Development - Develops and proposes HR policies, practices and guidance material, and manages consultations with relevant stakeholders, achieving results such as:

• In collaboration with HR colleagues and relevant business process owners at HQ and in the Regional Offices, develop/ revise HR policy content, procedures, papers to support ICAO’s goals and strategic plan, consistent with pertinent decisions of the Council, ICSC and other UN Common System groups.
• Coordinate with business/process owners, e.g. managers, Staff Association, etc. on intended policy changes and new policies; obtain agreement/endorsement.
• Coordinate consultations with all stakeholders (e.g. HR community, Staff Council, senior management) on any new policy development to evaluate the impact and effectiveness of existing or emerging HR policies; act as advocate during consultations and negotiations with line managers, staff representatives, and high-level management; deliver presentations to clarify issues.
• Make proposals for new or revised policies that will increase the effectiveness and efficiency of HR programmes, while remaining sensitive to cultural diversity, race, gender, disabilities, and other individuality issues.
• Ensure HR Policy framework is up to date and that policies reflect changes in Staff Rules and Regulations and UN common system HR policy reforms; streamline, simplify and eliminate obsolete rules.
• Submit proposals agreed with stakeholders for management approval.
• Provide input and advice on reports and other documentation related to human resources policies and strategies submitted by ADB to the ICAO Council and its Standing Committees. Prepare policy working papers for presentation to the Human Resources Committee (HRC), the Council and the Assembly.

Function 3 (incl. Expected results)
Policy Implementation and Coordination - Manages and coordinates the implementation of HRM policy, achieving results such as:

• As primary focal person for HR policy matters, ensure/promote consistent and compliant application and implementation of HR policies, practices and procedures, and audit recommendations, in accordance with ICAO Staff Rules and Regulations and HR Manual provisions.
• Advise management and staff on the implementation of HRM policies, anticipating risks and evaluating consequences to the individual and the Organization.
• Ensure, coordinate or facilitate the effective roll-out and implementation of new or revised HR policies, guidelines and procedures by way of dissemination, communication, and awareness activities.
• Garner stakeholder support and commitment for the change process by ensuring supervisors and employees understand the rationale, value, application, and importance of the policy or procedure.
• Respond to queries and recommendations on HRM from internal and external auditors, as well as from the UN Joint Inspection Unit (JIU).
• Develop tools and reports to ensure HR policy management controls, and report on effectiveness of implementation and compliance levels.
• Provide oversight of policy initiatives so that policies clearly support and foster short- and long-term accomplishments.
• Conduct risk analysis and provide HR policy advice that promotes organizational behaviour aligned to ICAO’s strategic goals.
• Support the implementation of digital transformation initiatives, including implementation of electronic/paperless processes.

Function 4 (incl. Expected results)
Policy Advice and Interpretation - Provide authoritative interpretation, advice on the application of the HR regulatory framework, policies, procedures and practice, achieving results such as:

• Provide advice, interpretation and guidance on HR policies, regulations and rules, to support accountability and oversight; advise on highly sensitive, potentially contentious cases, as well as exceptions and precedents.
• Provide policy advice/support to HRM, management and staff on legal aspects and approaches in the application of HR-related policies, Staff Regulations, Staff Rules, and administrative issuances, in coordination with the DD/ADB HR, LEB, the Ethics Office, and other relevant entities, as relevant. Consult/Liaise with LEB on the implementation of HR policies and on issues related to the administration of justice.
• Advise on HR policy feasibility, soundness, consistency and compatibility with the Staff Rules and Regulations, strategic priorities and initiatives, Council Decisions, existing policies, rules and provisions, audit recommendations, and their potential impact/risks.
• Analyse the implications associated with HR policies and all contractual modalities and provide expert advice and recommendations for practical HR business solutions.
• Prepare opinions on cases involving unusual and/or complex HR issues, including cases for which no, or few, precedents exist.
• Support/Advise management on compliance, quality assurance, and due diligence, in the implementation of HR policy and performance-related processes, e.g. application of waivers, exceptions and discretionary decisions, etc.
• Advise managers on complex cases and provide risk-based policy guidance to navigate the internal justice process, balancing individual and organizational interests.
• Contribute to the formulation of the ICAO strategic plan and HR strategies; contribute an HR Policy perspective to ICAO’s business development objectives, as appropriate.
• Maintain an open system of information exchange on policy needs, developments, advice, interpretation and implementation.
• Provide input and advice on human resources provisions in agreements and memoranda of understanding with other entities and organizations.

Function 5 (incl. Expected results)
Disciplinary Matters - Coordinates the implementation of a disciplinary process and/or managerial action or administrative measures for ICAO staff, in accordance with the ICAO Service Code, Staff Rules, Personnel Instructions, policies, and administrative issuances and procedures, achieving results such as:

• Review and advise on the appropriate action to be taken on complaints of misconduct referred back to ICAO by the investigative entity, such as the UN Office of Internal Oversight Services (OIOS), including matters relating to discrimination, harassment, including sexual harassment, and abuse of authority, miscellaneous matters, personnel matters and contract disputes, office management disputes and basic mismanagement issues, traffic-related inquiries, simple thefts and basic misuse of equipment or staff. Under the guidance of the Deputy Director, Human Resources, liaise with the Office of the Secretary General (OSG), LEB, the Ethics Office, the Ombudsperson, HR Sections, and other relevant entities (such as the OIOS), as appropriate, to ensure the appropriate course of action is taken on matters referred to ICAO by the investigative entity.
• Act as ICAO’s official liaison officer with the UN Office of Internal Oversight Services (OIOS).
• Advise on the appropriate managerial action or administrative measure applicable to matters referred to ICAO by the investigative entity.
• Provide a draft preliminary report to the staff member implicated in the complaint of alleged misconduct, including a review of the staff member’s written comments and advice regarding further action(s).
• Draft the Secretary General’s Annual Report to Council on disciplinary measures taken.
• Coordinate with the Legal Bureau (LEB) on review of requests for Administrative Review, appeals and queries on HR-related issues and advise on the appropriate response and action.
• Address and mitigate staff grievances with the purpose of resolving them at the onset. Follow through on grievance and appeals procedures until completion.
• Coordinate with LEB regarding HR’s response to cases before the ICAO Appeals Board.
• Keep and maintain a record of incoming and pending cases, track their progress, and reconcile ICAO data with OIOS data.
• Coordinate with LEB regarding legal research and analysis of legal precedents from United Nations Appeals Tribunal (UNAT) and United Nations Disputes Tribunal (UNDT) jurisprudence.
• In collaboration with LEB, bring together lessons learnt from interaction with the UN internal justice system (Tribunals) and prepare relevant learning and communication materials for knowledge-building and risk management at ICAO.

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

Competencies

Professionalism: Comprehensive, expert knowledge and understanding of HR policies, practices, procedures, concepts and processes within a UN common system, national or international context. Knowledge of change management principles, strategies, and techniques for effective planning, implementation and evaluation of organizational change. Demonstrates appreciation for the impact of change on people, processes, procedures, leadership, and organizational culture. Ability to maintain a high degree of discretion, confidentiality, sensitivity and tact. Strong legal analysis, research, presentation, and writing skills. Ability to negotiate persuasively on sensitive and contentious issues. Advanced interviewing/information elicitation skills. Ability to objectively review and advise on complex cases and matters involving administrative procedures, cases of alleged misconduct, disciplinary matters, appeals and administrative reviews. 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; is motivated by professional rather than personal concerns.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

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.

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.

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.

Education

Essential:
A first-level university degree in human resources management, business administration, organizational development, administrative law, public or business administration, industrial psychology, or in a related field.

Desirable:
An advanced-level university degree (Master’s Degree or academic equivalent) in any of the above-named disciplines, or in a related field

Work Experience

• A minimum of ten (10) years of progressively responsible experience in the field of human resources management is required.

• At least five (5) years of experience in developing and implementing effective human resource policies (e.g. staff regulations, staff rules, administrative instructions, etc.) in a public or private sector organization is required.

• Experience in providing authoritative policy interpretation and HR advisory services on substantive policy and procedural questions is required.

• Experience in preparing reports, policy papers, briefing notes or talking points on issues related to HR policy for presentation to senior management or governing bodies is required.

• Experience in the management of interpersonal conflict, employer-employee grievances, harassment claims, disciplinary matters, informal resolution or mediation, in a multicultural organization is required.

• Experience within the United Nations system or within a comparable international organization with a diverse workforce is desirable.

• Experience in the implementation of digital transformation initiatives and the automation of business processes is desirable.

• Experience in the use of contemporary electronic HRM systems and applications is desirable.

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 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-4 Rate Net Base Salary
per annum + Post Adjustment (net) per annum(*)
USD 75,602 USD 35,759

(*) 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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