Human Resources Assistant

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 the 193 member states and industry groups to reach consensus on international civil aviation standards and recommended practices. The organization has a diverse workforce of over 1,000 employees and operates in multiple countries, focusing on enhancing global aviation safety, security" style="border-bottom: 1px dotted #007bff !important;">security, and efficiency.

Job Overview:
The Human Resources Assistant position is integral to the Staff Employment and Administration Section (SEA) of ICAO, which is responsible for various operational aspects of Human Resources management. The incumbent will report directly to the Chief of SEA, who will assign tasks and set priorities. The role involves performing essential HR functions related to medical and life insurance, pension administration, and providing support to staff members and their families. The assistant will be expected to maintain databases, prepare correspondence, and assist staff in navigating their entitlements and benefits. This position requires a proactive approach to problem-solving and a strong understanding of HR policies and procedures.

Duties and Responsibilities:
The Human Resources Assistant will have a wide range of duties, including but not limited to:

• Assisting staff members and their eligible family members in completing forms and obtaining Medicare cards, maintaining the Medicare database, and managing follow-up systems for renewals.
• Briefing new staff on the ICAO group medical benefits plan and assisting with applications.
• Providing information on insurance options for those not eligible for the group plan and debriefing staff on after-service coverage upon separation.
• Managing documentation related to the UN Pension Fund, ensuring all necessary certificates are obtained for enrolment, and assisting departing members with their pension entitlements.
• Providing administrative support, including drafting correspondence, maintaining awareness of changes in pension regulations, and assisting beneficiaries after the death of a retiree.
• Engaging in the secondment process by drafting and posting State Letters, monitoring nominations, and maintaining tracking systems for secondments.
• Performing other related duties as assigned by the Chief of SEA.

Required Qualifications:
The ideal candidate must possess a successful completion of secondary level education. Additional training or certification in human resources, business administration, or a related field is desirable. A minimum of 5 years of administrative experience in human resources or a related field is essential, along with knowledge of protocol matters and social security benefits. Familiarity with staff rules and regulations, as well as an understanding of Pension and Medical Benefits Plans, is also required. Experience within an international organization or the UN system is considered an asset.

Educational Background:
Candidates must have completed secondary education, with additional training or certification in human resources or business administration being advantageous. This educational background will provide the necessary foundation for understanding the complexities of human resources management within an international context.

Experience:
A minimum of 5 years of relevant administrative experience is required for this position. Candidates should have a solid understanding of human resources functions, particularly in relation to insurance and pension administration. Experience in handling protocol matters and dealing with social security benefits is essential, as is familiarity with the application of staff rules and regulations. Experience within the UN system or an international organization is highly desirable and will be beneficial in navigating the unique challenges of this role.

Languages:
Fluency in reading, writing, and speaking English and French is essential for this position. Candidates with a working knowledge of any other language of the Organization, such as Arabic, Chinese, Russian, or Spanish, will be considered advantageous, as this will enhance communication within the diverse international environment of ICAO.

Additional Notes:
This position is offered on a fixed-term basis for an initial period of three years, with the first year being probationary for external candidates. ICAO staff members are considered international civil servants and are subject to the authority of the Secretary General. They may be assigned to various activities or offices within the organization. The ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into its personnel instructions, and staff members are expected to conduct themselves accordingly. The organization offers an attractive benefits package in line with the policies of the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after January 1, 2014, is 65 years. For external applicants, only those expected to complete a term of appointment will typically be considered. The remuneration for this position is set at a net base salary of CAD 53,996 per annum at the G-5 level.