Field Personnel Associate, Montréal, Canada

Closing Date: Friday, 20 December 2013

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Organization

ICAO - International Civil Aviation Organization

Country

Canada

City

Montreal, Canada

Office

ICAO HQ Montreal

POSITION INFORMATION

Post Title: Field Personnel Associate
Level: G-6
Duty Station: Montréal, Canada
Vacancy Notice: 2013/44/G 103761
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 Co-operation Bureau in ICAO. FPA is dedicated to operational aspects of personnel management and service, such as recruitment of international and 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. One of the major concerns of staff members is to handle the complex administrative formalities with respect to their contracts and entitlements. Contract extensions have to be executed on time and staff members need to benefit fully from allowances due to them while avoiding any abuse of the system. These client requirements result in a large volume of work for the FPA Unit. The Field Personnel Associate supports FPA in dealing with staff concerns and provides the necessary services in an efficient manner. The incumbent works with a high degree of operational independence and reports directly to the Associate Field Personnel Officer who is responsible for deciding on priorities and who provides general guidance and facilitates complex technical matters.
M AJOR D UTIES AND R ESPONSIBILITIES
Function 1 (incl. Expected results) Prepares letters of appointment and other personnel actions affecting contractual status, such as reclassification, reassignment and extension, achieving results such as:

• Timely and appropriate preparation of Letter of Appointment for newly appointed staff.
• Liaison with medical team and follow-up on medical certification for newly appointed staff.
• Accurate verification and of entitlements upon appointment.
• Independent briefing of all new recruits on benefits and entitlements.
• Regular monitoring of and follow-up on contract expiration dates and take adequate action for extension and renewal of all types of contracts.
• Alert Associate Field Personnel Officer on any delay and make recommendations on solution of complex cases.
• Timely processing of appointments on basis of transfer, secondment, re-assignment and other UN inter-agency exchange understandings.
• Arrange for travel of new recruits and their family members.
• Also arrange for shipment of personal effects as applicable.
• Initiate the process of security clearance with United Nations Department of Safety and Security (UNDSS). Advise the appropriate Authorities of arrival date of staff.

Function 2 (incl. Expected results) Examines and administers all allowances and entitlements for Professional (P) and General Service (GS) staff at different hardship duty stations around the world, achieving results such as:

• Administration of various staff entitlements such as dependency allowance, education grant, education grant travel, rental subsidy and rental deduction special post allowance, danger pay and residential security expenses as applicable.
• Verification of requests for entitlements in terms of completeness of documentation, consistency and appropriate application of policy.
• Regular monitoring of and follow-up on renewal of entitlements, of changes in salary scale and post adjustment and take appropriate action.
• Timely administration of salary increments due to staff and appropriate payment authorization for all allowances and entitlements.
• Appropriate analysis and preparation of payment applications for rental subsidy and rental deduction.
• Review, verification and calculation of claims for education grants, of entitlement to mobility & hardship allowance and process payment.
• Recommendation as to the discontinuance of payments in order to avoid overpayment or abuse of system.
• Liaison with Finance (FIN) on all issues related to the timely and accurate payment of compensations and remunerations.
• Appropriate preparation and follow-up on documents related to payroll, benefits and entitlements and ensure accuracy of information.

Function 3 (incl. Expected results) Monitors leave entitlements of staff, achieving results such as:

• Accurate calculation and processing of any type of leave entitlements.
• Draft correspondence and other documentation with respect to leave entitlements.
• Support to Attendance Focal Points in leave management, including training, briefings and guidance in application of rules and regulations.
• Production of statistical reports on absences and flags any issues to Associate Field Personnel Officer.
• Verification of accuracy of data in electronic system; make recommendations to advance and increase usage of electronic system.
• Flagging issues, such as long absences, unauthorized absences and other cases to Associate Field Personnel Officer.

Function 4 (incl. Expected results) Administers formalities and contractual arrangements with respect to separation of staff, achieving results such as:

• Evaluation and calculation of last day of duty and removal estimates and other entitlements on separation. Obtain and follow-up on appropriate documents to substantiate claims and verify quality, completeness and accuracy of documentation provided.
• Preparation of separation checklist and clearance certificates.
• Informing appropriate persons in terms of cancellation and change of ID, UN Laissez-Passer (UNLP), visa and other identification items.

Function 5 (incl. Expected results) Provides support, advice and guidance to staff members and colleagues in the Field Operations Section (FOS) in general regarding staff/experts on the Field, achieving results such as:

• Providing assistance and advice as required to staff. Independently brief staff on all entitlements, guides them through the necessary administrative processes, and support them in complying with administrative formalities, regarding experts/staff on the Field.
• Recommending action to remind, brief and train staff in all entitlements, processes and administrative formalities.
• Providing input into the design and advancement of the management of entitlements and benefits and take initiative to continuously improve service delivery.
• Providing guidance and support to Focal Points in Headquarters, Regional Offices and Project Offices regarding entitlements and answer queries accordingly.
• Updating the status of staff under responsibility, as required through the Annual Status Review.
• Preparation of periodic reports on issues pertaining to entitlements and allowances. Independent follow-up on any pending cases and initiate appropriate action.
• Research and preparation of proposals for the granting of exceptions to the Staff Rules and any related policies and identify any precedents.
• Timely and accurate update of the relevant electronic staff databases.
• Accurate extraction of data and preparation of statistics for planning and analytical purposes and for management review.

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

• A minimum of 6 years administrative experience in human resources or related field out of which a minimum of 1 year should be in an international organization, preferable within the UN Common System.
• 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, preferable e-filing systems.
• Experience in the application of staff rules and regulations, preferable in the UN common system.
• Work experience within an international organization or a government is highly desirable.
• Working experience with Agresso is highly desirable.
• Skills and experience should be particularly strong in analysis, planning and organizing as well as teamwork.

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

1. Teamwork: The willingness and ability to work collaboratively with others.
2. 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.
3. Accountability: The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actions and outcomes.
4. 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
5. 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.
6. Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.

CONDITIONS OF EMPLOYMENT I
t 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 G-6 Net Base Salary per annum CAD 39,268
H OW TO A PPLY Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int.
N OTICE TO C ANDIDATES 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.

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