Job Opening

Posting Title: Human Resources Assistant (Registry and Records), G5
Job Code Title: HUMAN RESOURCES ASSISTANT
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 19 September 2022 - 03 October 2022
Job Opening Number: 22-Human Resources-ICAO-190630-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 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 incumbent reports directly to the Chief, SEA who provides general guidance, and with whom s/he consults on complex technical issues.

Responsibilities

Function 1 (incl. Expected results)
Organizes and maintains the Human Resources registry system, achieving results such as:
• Set up and maintenance of the HR registry system in accordance with ICAO rules and procedures.
• Create new subject files as required and dispose of old files in accordance with the established retention schedule.
• Maintain the archives, making sure files are properly stored and accessible, and that documents are secure.
• Provide photocopies of material from the confidential registry files, as requested by staff.
• Coordinate the collection of reference and background material from registry files.
• Prepare correspondence and reports related to registry activities.
• Create and maintain an electronic registry system for Human Resources.

Function 2 (incl. Expected results)
Establishes effective records management, achieving results such as:
• Receive, register code documents, letters and other correspondence and store in proper files.
• Review, record and sort incoming and outgoing mail and maintain an up-to-date register.
• Maintain file movements within Human Resources and to the Office of the Director, ADB using an established tracking system.
• Follow up on actions to be taken by the relevant HR Sections.
• Verify completeness and accuracy of returned files and determine the need for the creation of new files.
• Maintain and update the list of registry files on a regular basis, including classification of files.

Function 3 (incl. Expected results)
Performs quality control functions, achieving results such as:
• Ensure that paper files are complete, and documents are in chronological order and that all paper and electronic records on file are correctly classified and identified.
• Ensure that files do not contain non-record material, and that copies or cross-references by other appropriate means are made for all relevant files in the case of a multiple-subject record.
• Ensure that data entries are complete and accurate according to Records Management procedures, such as keywords, dates, type of document, etc., and that duplicate records are removed.

Function 4 (incl. Expected results)
Develops and maintains a well-organized and user-friendly Records and Registry Room for effective access and information retrieval, achieving results such as:
• File documents into appropriate folders and ensuring that confidential files are secured.
• Ensure that the labelling and placement of folders is in order in the relevant filing rooms/cabinets and inactive files are removed and sent for archiving.
• Review on a daily basis the SEA in-box for incoming messages and faxes and distribute to appropriate staff for action.
• Ensure the accurate provision of files, documents or information requested by determining the subject of the inquiry and the correct file title and number through searching the records management and other databases, through the knowledge of ICAO organization and operations, or through consultation with clients.
• Develop and maintain a file tracking system for the Section.
• Archive files of separated staff members on a regular basis ensuring that files are retained in the filing room for a period of two years after separation date.
• Provide timely information to user(s) in the case of complex inquiries, not only related to file on which the desired record has been placed, but also to other files which may be necessary to provide complete background to the situation, or enable the user to take the appropriate action.

Function 5 (incl. Expected results)
Performs a variety of functions related to office support, statistics and surveys, achieving results such as:
• Assist the HR Assistant (Office Support) in managing incoming/outgoing mail.
• Provide back up support in terms of processing requests for visas, staff accreditation and “To Whom It May Concern” (TWIMC) letters.
• Assist in generating statistical reports for submission to Protocol Ottawa and Protocol Quebec.
• Ensure an adequate and timely supply of stationery items is available to the Sections.
• Prepare monthly absence report for staff of the Section and maintain and update leave plan for the Section.

Function 6 (incl. Expected results)
Coordinates with SEA staff in the preparation and maintenance of a calendar of activities for SEA, achieving results such as:
• Format and post Staff Notices and postmaster messages
• Assist in the preparation of working papers, reports and presentations on HR related issues
• Review and revise correspondence, working papers and other documents for completeness, accuracy, grammatical correctness and for compliance with editorial standards.
• Gather information for various HR related surveys, as assigned.

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

Competencies

Professionalism: Knowledge of office automation techniques for text processing and contemporary software including loading files on a web environment; knowledge of registry procedures; 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.

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.

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.

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.

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 tem 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 clients.

Education

Successful completion of secondary education, including relevant training in office automation, or in a related field .

Work Experience

A minimum of five (5) years of administrative experience is required

Proven experience in records, registry and filing systems is required

At least two (2) years of experience with an international organization or a government is desirable.

Languages

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

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

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 valid work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three (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 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 Net Base Salary per annum
G-5 CAD 40,362

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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