Org. Setting and Reporting

The Bureau of Administration and Services (ADB) plays a lead role in the efficient and effective administrative management of the Organization by ensuring the provision of high-quality physical and human resources, applying the highest standards of work ethics and conduct, and using results-based management skills and tools to support the Organization in implementing its Strategic Objectives in order to serve all stakeholder of the world aviation community. ADB is responsible for the coordination and administration of the following administrative and management services: human resources management (HRM); information management, web management and ICT services; building management and conference services; document and record management; language and publications services; secretariat services for the ICAO Assembly and Council; revenue-generating activities; and travel services. As part of ICAO’s Transformation Objectives, the Human Resources Branch within the Bureau of Administration and Services (ADB) spearheads strategic projects and initiatives for People and Culture transformation. This is achieved through the initiation of the People First strategy, which serves as the cornerstone for a new HR and reshaping people and cultural transformations. The strategy aims to support key initiatives related to People Growth, Organizational Effectiveness, and the Employee Experience. These initiatives will enhance organizational agility, foster a positive culture, and elevate employee engagement. Under the overall guidance and direct supervision of the Human Resources Specialist (Talent and Organizational Development), the HR Associate provides high-level support in a full range of talent and organizational development. The HR Associate works in close collaboration with other HR sections and the Bureau of Administration and Services to ensure effective support in talent mobility, workforce planning and analytics and employee engagement.

Responsibilities

Function 1 (incl. Expected results) Provides support on design, delivery and implementation of talent and organizational development, achieving results such as: • Provide assistance on a full range of queries on talent and organizational development, and follow-up actions, ensuring the consistent delivery of high-quality HR services to clients. • Provide supports on talent mobility, employee engagement and other people strategy projects and initiatives, coordinate the working groups on talent management and organizational development, including administrative supports, conduct research, compile and review data on current talent management practices. • Support the implementation of new talent mobility framework, including talent mobility policy and pilots, career development supports, mentoring and coaching programme, and career development events. • Assist in the design and delivery of the career development portfolio, including career coaching, mentoring. Update and maintain career guide and documents, career resources and tools. • Obtain and analyse regular feedback from programme participants for evaluation and continuous improvement. • Support delivery of projects and initiatives in the areas of people strategy, talent management, talent reviews, succession planning, leadership pipeline development and management. Create communication materials and presentations, data analysis and integration. • Support the design and launch of new Enterprise Resource Planning, HR IT related to talent management and career development, including attend ERP meetings, undertake user testing, support roll-out. Creation of end-user briefing documents, conduct briefings to various stakeholder groups, collect and upload relevant data. • Identify suitable vendors, support vendor management of both new and existing relationships e.g. career development, coaching providers. • Assist with the preparation of documentation for meetings of committees, working groups and advisory bodies, ensuring documents comply with ICAO standards, doing the initial editing, and coordinating submission for official editing, translation, and publication. • Undertake research on a wide range of HR-related policies, procedures and best practices in UN Common System organizations and other international organizations. • Contribute to the effective roll-out and implementation of new or revised HR policies with effective research and support in HR policy briefing, training activities, communications and publications. Function 2 (incl. Expected results) Coordinates completion of UN common system and inter-agency surveys related to HR, achieving results such as: • Serve as administrative focal point for the UN system and interagency surveys, questionnaires, JIU reports, etc. • In close collaboration with other applicable areas, prepare, coordinate and assist in preparing drafts and responses to queries on HR policies and procedures. • Monitor timelines, ensure timely responses, and take any required follow-up actions. • Compile Staff Association, ICSC, and other UN common system documentation for C/POD’s meetings. • Keep abreast of topics related to inter-agency HR policy development. Function 3 (incl. Expected results) Coordinates responses to internal and external auditor queries, achieving results such as: • Liaise with concerned staff in response to internal/external audit queries; consolidate all necessary information and circulate consolidated input for internal approval and onward transmission. • Follow up with concerned staff on pending audit queries related to HR, and ensure timely response. • Monitor progress of implementation of internal/external audit recommendations related to HR. Function 4 (incl. Expected results) Provides effective support in organizational development assisting in workforce planning and analysis, and employee engagement, achieving results such as: • Collect workforce planning data through the workforce planning system, pre-process and compile workforce planning data, projections, risk information and action planning reports. • Query data from HR information systems and review reports to ensure data integrity. • Maintain, monitor, and report on the implementation of HR Action Plans by Bureaus and Regional Offices. • Coordinate with other HR areas, collect data and status on employment, recruitment and position management, and prepare preliminary statistical reports on workforce. • Coordinate with relevant Sections to ensure that workforce reports are translated, published and disseminated to Governing Bodies. • Keep track of Council Decisions and requests related to workforce reports. • Assist in the design of employee engagement surveys, communication campaigns, and data collection. • Assist in the preparation of employee engagement reports and in the implementation of global priorities actions for improving employee engagement. Function 5 (incl. Expected results) Provides effective administrative support and backup to the section, achieving results such as: • Maintain leave requests and record them on the POD SharePoint calendar. • Ensure POD staff is kept up-to-date on new guidelines and procedures from the Offices of the Secretary General and the Bureau of Administration and Services on administrative matters. • Provide required support in the absence of the Human Resources Assistant (Staff Development). Function 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Excellent policy and report writing skills. Ability to produce and analyse statistics. Ability to work independently and take initiative to follow-up with colleagues in ICAO and counterparts in other UN organizations. Ability to multi-task and prioritize a variety of work demands and schedules. Meticulous and detail-oriented with the ability to focus on finite figures, tables, statistics and documents to ensure accuracy as well as compliance with editorial requirements. 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. 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 for 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 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

• A Diploma of College Studies (DEC), or equivalent is required. Additional training or certification in human resources, business administration, public administration, law, psychology, organizational psychology or a related field is required.

Job – Specific Qualification

Not available.

Work Experience

• A minimum of six (6) years of progressively responsible experience in human resources management or a related field, within an international organization, Government or any large public sector organization is required. • Experience in conducting research and surveys on HR issues and conditions of service is required. • Experience in using modern information and communications technology for the processing and management of data, including MS Office tools, in particular MS Word, Excel and PowerPoint, and an integrated information management system for Human Resources is required. • Experience in assisting with revisions to UN system HR policies and practices 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 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 temporary basis for a period of six (6) months. 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-6 CAD 49,278

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.