Field Personnel Administration Officer

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations established in 194

• Its mission is to promote the safe and orderly development of international civil aviation throughout the world. ICAO works with its 193 member states and global aviation organizations to develop international Standards and Recommended Practices (SARPs) and policies for the safety, security" style="border-bottom: 1px dotted #007bff !important;">security, efficiency, and environmental sustainability of air transport. The organization is headquartered in Montreal, Canada, and employs a diverse workforce of over 800 professionals from various countries, reflecting its commitment to diversity and inclusion. ICAO operates in multiple countries, providing support and guidance to enhance global aviation standards and practices.

Job Overview:
The Field Personnel Administration Officer position is integral to the Field Personnel Section (FPS) of ICAO, which is responsible for the effective management of human resources in the field. The incumbent will report to the Associate Field Personnel Officer and will play a crucial role in ensuring the accuracy and consistency of administrative processes related to the recruitment, deployment, and management of field experts. This position requires a strong focus on quality assurance, operational support, and adherence to ICAO's administrative rules and procedures. The officer will be responsible for facilitating the appointments of both international and national staff, managing contracts, and overseeing the administration of entitlements and benefits. The role demands a proactive approach to problem-solving and a commitment to enhancing the efficiency of HR processes within the organization.

Duties and Responsibilities:
The Field Personnel Administration Officer will undertake a variety of duties, including but not limited to:

• Conducting quality assurance checks on administrative support team inputs to ensure accuracy and consistency in communication with field experts.
• Preparing letters of appointment and managing personnel actions related to staff contracts, including extensions and terminations.
• Administering allowances and entitlements for staff at various duty stations, ensuring compliance with UN policies.
• Monitoring leave entitlements and processing related documentation.
• Evaluating and managing the separation process for staff, including calculating final entitlements and preparing necessary documentation.
• Providing guidance and support to staff members regarding their entitlements and administrative processes.
• Maintaining accurate records and databases related to staff contracts and entitlements.
• Collaborating with other sections within ICAO to ensure seamless HR operations and support for field personnel.

Required Qualifications:
Candidates must possess a Diploma of College Studies (DEC) or equivalent education, along with additional training or certification in human resources, business administration, or a related field. Essential qualifications include a minimum of six years of administrative experience in human resources or a related field, with proven experience in managing HR functions such as contractual arrangements and entitlement administration. Familiarity with office automation systems and ERP planning tools is also required. Desirable qualifications include experience in international organizations or government civil aviation, knowledge of UN staff rules, and experience with e-filing systems.

Educational Background:
The educational background required for this position includes a Diploma of College Studies (DEC) or an equivalent qualification. Additional training or certification in human resources, business administration, or a related field is highly desirable, as it demonstrates a commitment to professional development and a solid understanding of HR principles and practices.

Experience:
The position requires a minimum of six years of relevant administrative experience, specifically in human resources or a related field. Candidates should have experience in handling HR responsibilities, including contractual arrangements and entitlement administration. Proven experience in data collection, analysis, and maintaining filing systems is essential. Experience in operating office automation systems and ERP planning tools is also required, with a preference for candidates who have worked in international organizations or government civil aviation.

Languages:
Fluent reading, writing, and speaking abilities in English are mandatory for this position. Additionally, a working knowledge of any other official language of the Organization (Arabic, Chinese, French, Russian, Spanish) is considered desirable, as it enhances communication and collaboration within the diverse international environment of ICAO.

Additional Notes:
This position is locally recruited and is restricted to Canadian citizens, permanent residents of Canada, and applicants with a valid work permit. The contract is fixed-term for an initial period of three years, with the first year being probationary for external candidates. ICAO staff members are expected to conduct themselves in accordance with the standards of conduct for international civil servants. The position offers a competitive salary of CAD 55,741 per annum, along with an attractive benefits package in line with the policies of the International Civil Service Commission (ICSC). Candidates are encouraged to apply through the ICAO Careers website, and it is important to note that ICAO does not charge any fees or request money from candidates during the selection process.