Human Resources Assistant

The Staff Employment and Administration Section (SEA) is dedicated to operational aspects of Human Resources management and services such as contract management entitlement administration social security and pension administration separation handling and servicing retirees.

The incumbent reports directly to the Chief SEA who is responsible for assigning tasks deciding on priorities and facilitating complex technical matters.

Performshumanresourcesfunctionsrelatedtogroupmedicalgrouplifeinsurancenon-occupationalriskinsurance malicious insurance Global Telehealth (GT) international employee assistance program (IEAP)achieving results such as:

• AssiststaffmembersandmembersofDelegationsandtheirrespectiveeligiblefamilymemberstocompleteformsand obtain their Medicare cards.
• PreparecorrespondenceandliaisewithProtocolQuebectoobtainattestationsandwiththeRAMQOfficefor completion of formalities to obtain Medicare cards and resolve problem cases.
• MaintaintheMedicaredatabase andfilesandthe follow-upsystemforthe renewal ofMedicareCardsandtheretrieval of expired ones.
• BriefnewstaffmembersandmembersofDelegationsatHQabouttheICAOgroupMBPandassistthemincompleting the application cards.
• BriefstaffmembersonThe HartfordLifeInsuranceandNon-OccupationalRiskInsurance assistinimplementingthecoverage.
• Provide information and forms on visitors insurance to those who are not eligible to join the ICAO group MBP and
• On separationfromservicedebrief staff ontheir after-servicecoverage inthevariousgroup insuranceplansand assist MBP coverage.
• Maintainallchangesinthedatabase(includingnewentriesdelegationschangesinclassofcoverageorcivilstatus name duty station etc.) concerning the ICAO group MBP Group Life insurance and Non-Occupational Risk Insurance and produce monthly adjustment lists to advise Payroll and Accounts Units as well as the insurance companies of changes.
• Produceandupdatemonthlylistsofstaffmemberswhoare eligibletousetheservicesofthe Global Telehealth (GT) and InternationalEmployee Assistance Program (EAP) and submit to the EAP provider.
• Replytoquestions of participants(verbaland written) pertainingtotheinsuranceplansand assist participantsof the follow-upliststoascertainthatineligiblechildrenare removed from the ICAO group MBP and advise the primary participant and the insurance company in writing.

Performs human resources functions related to UN Pension Fundachieving results such as:

• (birthmarriagedivorceetc.) for their enrolment and provide the formsthat need to be completed. Ensure all entitlements are understood. Write on these matters to the new staff in the Regional Offices and follow up on their enrolment.
• EnsureallformsanddocumentationarepreparedandsenttothePensionFundinNewYorkafter certification.
• DebriefdepartingmembersatHQontheirpensionentitlementsandprovidingtheformswhichneedtobecompleted. Write on these matters to staff in the Regional Offices.
• EnsurethatseparationnotificationsandpaymentinstructionsaresentpromptlytothePensionFundinsoas to avoid undue delays in the payment of retirement benefits.
• Calculate pension estimates for withdrawal settlements deferred benefits and early or full retirement and assist in requesting UNJSPF calculations for restoration and validation costs related to prior non-contributory service.
• PrepareTWIMC(ToWhomItMayConcern)lettersuponrequestforretireeswithrespecttothedurationandamount of pension contributions for income tax purposes.
• Ensure that data on staff members pension files is current and that changes in personal status are correctly recordedandreportedtotheUNPensionFundandchangesinstatusarecorrectlyreflectedoninsuranceapplication cards as requested by staff members.
• ReviewStatusReportsandvariousotherpensionformsforsubmissiontothePensionFundSecretariat.

Provides administrative support to the Sectionachieving results such as:

• Assist with the preparation and verification of data concerning pension contributions and insurance matters i.e. payments of insurance premiums and payroll deductions.
• Maintain awareness of changes in pension rules and regulations and implement new procedures as they are introduced by the Pension Fund Secretariat in accordance with instructions from the Secretary General ICAO Staff Pension Committee.
• Assist surviving beneficiaries following thedeath of a retiree or staff member with applicable documentation correspondence pension entitlementslife insuranceandmedical insurance benefits and prepare the documentsfor onwardsubmission to the Pension Fund and insurance companies.
• Assist in drafting correspondence staff notices working papers minutes reports presentations tables etc. often of confidential or urgent nature from verbal instructions or handwritten notes. Proofread for completeness grammar spelling and meaning.
• Liaise with the nurse of the ICAO Medical Centre to follow up on medical clearances the status of medical assessments from the ICAO Medical Consultant pertaining to disability or compensation cases.
• Assist in emergency situations in the absence of the nurse and/or ICAO Medical Consultant.

Provides support on the engagement of seconded staff achieving results such as:

• Draft and post State Letters along with corresponding terms of references announcing secondment opportunities.
• Monitor the receipt of nominations regarding State Letters and respond to queries from nominated candidates.
• Summarize nominations received upon the deadline date along with all supporting documents.
• Maintain a tracking system and statistics for state letters issued nominations received and candidates selected for secondments.

Performs other related duties as assigned.

Essential

Successful completion of secondary level education.

Desirable

Additional training or certification in human resources business administration or a related field.

Essential

• A minimum of 5 years administrative experience in human resources or a related field.
• Knowledge in handling protocol matters and dealing with social security benefits and entitlements.
• Experience in the application of staff rules and regulations.
• Understanding of Pension and Medical Benefits Plans.

Desirable

• Work experience within an international organization or a government.
• Experience within the UN system.

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).

• Professionalism:Knowledge of human resources policies procedures and practices and ability to apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Aptitude for detail and the ability to prepare correspondences reports and statements. Initiative judgement discretion in handling confidential information thoroughness and ability to manage harmonious working relationships. Ability to handle changing priorities and to manage increasing 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.
• 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.
• Planning & 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.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three 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 this connection ICAO has incorporated the 2001 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 theInternational 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.