Chief, Language and Publications Branch, LPB, ADB, Montréal, Canada

Closing Date: Friday, 20 December 2013

More vacancies from:

Organization

ICAO - International Civil Aviation Organization

Country

Canada

City

Montreal, Canada

Office

ICAO HQ Montreal

Grade

G-5

International Civil Aviation Organization Vacancy Notice

POSITION INFORMATION
Post Title: Field Personnel Assistant
Level: G-5
Duty Station: Montréal
Vacancy Notice: 2013/43/G 103756
Deadline for applications: 20 December 2013
Date for entry on duty: After 20 December 2013
THE ORGANIZATIONAL SETTING
The Field Personnel Administration Unit (FPA) is one of three Units within the Field Personnel Section (FPS) and within the Technical Cooperation Bureau in ICAO. FPA is dedicated to operational aspects of human resources management and service, such as recruitment of local personnel, classification, contract management, entitlement administration, separation handling and servicing retirees, etc. The Integrated Human Resources Management System is assisting to increase timeliness, efficiency and quality of these services. The incumbent works with a high degree of operational independence and reports directly to the Associate Personnel Officer who is responsible in deciding on priorities and who provides general guidance and facilitates complex technical matters.
MAJOR DUTIES AND R ESPONSIBILITIES
Function 1 (incl. Expected results)
As focal point for staff in field projects, provides support to the unit, achieving results such as:

• Provides comprehensive service to staff, as well as the organization, on entitlements and conditions of service issues at different hardship duty stations around the world. Initiates a wide range of personnel actions, including appointments, extensions, transfers, etc.
• Independently processes standard requests and provides standard advice on entitlements.
• Prepares draft responses for an Officer's signature in non-routine and complex cases after undertaking necessary research and analysis.
• Coordinates travel arrangements for staff on appointment, mission and separation.
• Initiates the process of security clearance with United Nations Department of Safety and Security (UNDSS).
• Coordinates the shipment of staff with preferred shippers.
• Responsible to obtain required documents from staff.
• Responsible to obtain medical clearance of staff prior to deployment and in connection with sick leave.
• Keeps time and attendance records for staff and maintains leave plans.
• Liaises frequently with internal and external clients both at Headquarters and in the field to facilitate the service for staff serving in the field.
• Provides backup and replaces other Field Personnel Assistants dealing with the administration of case files during their periods of absence.

Function 2 (incl. Expected results)
As focal point for consultants in field projects, provides support to the unit, achieving results such as:

• Provides comprehensive service to consultants, as well as the organization, on entitlements and conditions of service issues at different hardship duty stations around the world.
• Initiates a wide range of personnel actions.
• Independently processes standard requests and provides standard advice related to consultants' services.
• Prepares draft responses for an Officer's signature in non-routine and complex cases after undertaking necessary research and analysis.
• Coordinates travel arrangements for consultants.
• Initiates the process of security clearance with UNDSS.
• Responsible to obtain required documents from consultants.
• Responsible to obtain medical clearance of consultants prior to deployment as applicable.
• Keeps time and attendance records for consultants and maintains leave plans of consultants, if applicable.
• Liaises frequently with internal and external clients both at Headquarters and in the field to facilitate the service for consultants serving in the field.

Function 3 (incl. Expected results)
As focal point for locally recruited staff and non-staff in field projects, provides support to the unit, achieving results such as:

• Provides comprehensive service to locally recruited staff and non-staff, as well as the organization on entitlements and conditions of service issues at different hardship duty stations around the world.
• Initiates a wide range of personnel actions, including appointments, extensions, transfers, etc.
• Independently processes standard requests and provides standard advice on entitlements.
• Prepares draft responses for an Officer's signature in non-routine and complex cases after undertaking necessary research and analysis.
• Coordinates travel arrangements for staff and non-staff on mission. Initiates the process of security clearance with UNDSS. Responsible to obtain required documents from locally recruited staff and non-staff.
• Responsible to obtain medical clearance of locally recruited staff prior to deployment and in connection with sick leave. Monitors and check background information on payment requests from projects and initiate the monthly payment for local personnel.
• Liaises frequently with internal and external clients both at Headquarters and in the field to facilitate the service for locally recruited staff and non-staff serving in the field.

Function 4 (incl. Expected results) Provides support to Finance, achieving results such as:

• Independently reviews and processes personnel actions through Agresso.
• Initiates the release of Travel authorizations. Initiates the release of Assessments and Receivables (ASR)'s.

Function 5 (incl. Expected results) Supports document management in the Unit, achieving results such as:

• Reviews, maintains and updates confidential personnel information records and files in the area of responsibility.
• Monitors staffing tables and Organizational Charts and prepares relevant statistical data.
• Participates in the maintenance of the filing system and e-filing system of the unit.
• Maintains and controls access to the FPA filing room.
• Logs files in and out and ensures the safe-keeping and tracking of files at all times.

Function 6 (incl. Expected results) Perform other related duties as assigned.
QUALIFICATIONS AND EXPERIENCE
Educational background Secondary Education is required. Additional training or certification in human resources, business administration, or related field is preferred.
Professional experience and knowledge

• A minimum of 5 years of administrative experience in human resources or related field.
• A broad knowledge of different Human Resources related areas, such as contractual arrangements, employment, entitlement administration, etc.
• Proven experience in managing and maintaining filing systems.
• Experience in the application of staff rules and regulations, preferably in the United Nations (UN) common system.
• Work experience within an international organization or a government is highly desirable.
• Working experience with Agresso is highly desirable.

Language Skills Fluent reading, writing and speaking abilities in English. Knowledge of any of the following languages of the Organization (Arabic, French, Chinese, Russian, Spanish) is an asset.
Competencies
Teamwork: The willingness and ability to work collaboratively with others. Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
Client Orientation: The willingness and ability to see things from the clients' perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
Human Relations: The willingness and ability to respect and value diversity, treat others with equality and respect, and to understand the impact of one's own behaviour on others.
Accountability: The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actions and outcomes. Technological awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology, and actively seek to apply and learn about new technology.
CONDITIONS OF EMPLOYMENT
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 servants. In 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 the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after 1 January 1990 is 62 and 65 after 1 January 2014. 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 CAD 35,959 G-5
HOW TO APPLY
Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int.
NOTICE TO CANDIDATES
ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.