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; languages and publications services; Secretariat Services for the ICAO Assembly and Council; revenue-generating activities; and travel services.
Three Human Resources Management (HRM) Sections administer and manage human resources functions and activities across ICAO: Policy, Organizational and Staff Development Section (POD); Recruitment, Classification and Post Management Section (RCP); and Staff Employment and Administration Section (SEA), as well as in managing HR matters including, disciplinary matters, cases of alleged misconduct, administrative procedures, appeals, and administrative reviews. ICAO, as the lead UN agency in Canada, also provides HR advice and services to other UN agencies/entities in the country.
The Deputy Director, Human Resources (DD/ADB HR) reports directly to the Director, ADB (D/ADB), and assists her/him in the efficient and effective management of the Organization’s human resources. S/he directly supervises the Chiefs of Section for POD, RCP, and SEA as well as the HR Specialist (Policy and Disciplinary Matters). The supervisory responsibilities include performance evaluation, delegation and distribution of tasks, and decisions on organizational priorities.
Function 1 (including expected results)
Supports the Director ADB in the management of ICAO’s human resources by developing and directing the strategy, work programme and activities of HRM for the Organization, to ensure the efficient provision of human resources and related services, achieving results such as:
•Formulate and implement the strategy and work programme of HR services, including strategic planning, overseeing the management of activities, and ensuring timely delivery of services.
•Initiate and guide updates of human resources regulations, rules and policies as well as monitor their effectiveness and recommend changes to meet the needs of the Organization.
•Lead the preparation of the Organization’s HR Business Plan.
•Coordinate the establishment of the annual and triennial staffing and budgetary resource requirements of the Organization, including at Headquarters and Regional Offices, and prepare the required documentation for presentation to the approving authorities.
•Oversee the development of appropriate workforce and succession plans, including triennial and annual human resources action plans.
•Oversee the implementation of the ICAO Gender Equality Programme.
•Guide the effective process of performance management throughout the Organization, including evaluation of staff performance and development.
•Contribute to the development of the strategic vision on human resources and its expression in ICAO programme outcomes and strategic plans; plan, develop and implement HR programs, policies, guidelines and strategies for the administration and operation of ICAO’s human resources.
•Direct and manage the work of the HR Sections, ensuring work is in compliance with the Staff Rules and Regulations, and human resources and anti-fraud policies; manage human and financial resources, ensuring timely, efficient and high quality services; provide overall direction to staff, clarify performance expectations and desired results, monitor, evaluate and oversee progress, and take timely actions and decisions to ensure delivery and achievement of desired objectives.
Function 2 (including expected results) Leads the preparation of documentation, working papers and reports on Human Resources Management including its strategic dimensions, and provides expert advice and guidance, achieving results such as: •Lead the preparation of HR papers and reports for the Human Resources Committee (HRC), Finance Committee (FIC) and ICAO Council, as required.
•Implement decisions of the ICAO Assembly and the Council relevant to human resources management.
•Provide expert advice to senior officials on HR policy issues and human resources management matters, including the provision of advice to staff/management consultations and judicial bodies.
•Ensure consistent application of the ICAO Service Code, Staff Rules, Personnel Instructions, and policies and procedures.
• Analyse proposed changes in Rules, Regulations, policies and/or standards, including from UN wide initiatives; provide advice to the Director, formulate ICAO’s response, prepare related strategic papers allowing senior management to determine the Organization’s position and the impact on the Organization’s HR management operations.
•Prepare strategic briefings, critiques and reports on HR management programs and policies and UN-wide related issues for senior management to assist them in their consistent application organization-wide and to foster learning and knowledge sharing.
Function 3 (including expected results) Provides leadership in change management initiatives to ensure the efficiency and effectiveness of the Organization, achieving results such as: •Provide critical business intelligence on overall workforce trends and emerging issues to position the Organization to proactively anticipate, plan and meet workforce needs. Influence, facilitate and lead organizational change and development using effective HR expertise and change strategies.
•Provide leadership to the development of innovative and/or change management programmes.
•Encourage knowledge sharing and skills transfer across the Organization.
•Provide appropriate career development and training programmes that will address the programmatic needs of ICAO, and develop and enhance the skills and expertise of its staff, within budgetary constraints.
•Develop, share knowledge on, and champion emerging policies and best practices and trends in the HR field as well as on UN common system HR initiatives.
Function 4 (including expected results) Leads and manages the preparation and implementation of the Operational Plan of HRM, and coordinates the work of HR Sections/Units, achieving results such as: •Lead the preparation of the HRM Operational Plan; supervise, monitor and report on its implementation.
•Coordinate and oversee the preparation and implementation of the budget for the POD, RCP, and SEA.
•Oversee and manage the disciplinary process and/or administrative measures, in accordance with the ICAO Service Code, Staff Rules, Personnel Instructions, policies, and administrative issuances and procedures. Coordinate and manage the delivery of comprehensive human resources management services from recruitment through career development and succession planning, learning and performance management, entitlement and benefit administration, ensuring integration and synergy in the operational delivery of human resources management at ICAO.
•Oversee the recruitment of staff, taking into account geographical and gender balance, as well as other principles and institutional values.
•Guide and coordinate the development and implementation of updated HR systems, processes, and tools, with an emphasis on electronic human resources applications and simplification, to improve productivity and efficiency for all HR activities.
Function 5 (including expected results) Serves as ICAO Representative on designated boards, committees or conferences related to HRM, when required, achieving results such as: •Represent the Organization at inter-agency committees and HR network meetings.
•Serve on other bodies, such as the Staff Pension Committee, the Advisory Board on Compensation Claims, and the Staff Advisory Committee, as well as other working groups related to human resources management.
•Maintain sound relations with the Host Country on any aspects of staff accreditation, as well as issues affecting ICAO staff.
•Collaborate with the International Civil Service Commission (ICSC) and Common System organizations on conditions of service.
•Represent the Organization at international and inter-organizational meetings and negotiations on HR policy questions and promote the Organization's HR strategies and policies within the UN inter-agency system.
Function 6 (including expected results) Performs other related duties, as assigned.
Professionalism: Extensive knowledge of HR rules and regulations within the UN common system. Demonstrated professional competence and achievements in organizational development and change management; ability to lead in a fast-changing environment, and setting an example. Ability to produce reports and papers on technical issues and to review and edit the work of others. Demonstrated leadership ability, initiative and judgment. Demonstrated ability to deal with complex issues with diplomacy and tact. 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.
Accountability: Takes ownership for all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
Vision: Identifies strategic issues, opportunities and risks; clearly communicates links between the Organization’s strategy and the work unit’s goals; Generates and communicates broad and compelling organizational direction inspiring others to pursue that same direction; Conveys enthusiasm about future possibilities.
Building Trust: Provides an environment in which others can talk and act without fear of repercussion; manages in a deliberate and predictable way; operates with transparency; has no hidden agenda; places confidence in colleagues, staff members and clients; gives proper credit to others; follows through on agreed upon actions; treats sensitive or confidential information appropriately.
Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.
Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
Essential An advanced level university degree (Master’s Degree or academic equivalent), preferably in human resources management, business or public administration, social sciences, law, or a related field is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.Work Experience
A minimum of fifteen (15) years of progressively responsible experience in human resources management or a related area, in the public or private sector is required.
At least five years of senior-level managerial experience, with proven leadership ability to manage HR functions at the international level is required.
Proven experience in the development and application of HR policies and procedures implemented in an international organization is required.
Experience in strategic and business planning, in developing strategic and operational plans, in building cohesive teams and directing them towards the achievement of identified goals within approved budgets and agreed timelines is required.
Experience in developing workforce plans for a large organization, and implementing Enterprise Resource Planning (ERP) systems relevant to human resources management is required.
Experience in leading change initiatives, promoting quality management, and fostering innovative reforms is required.
Experience with corporate performance management in the public or private sector is required.
Experience in the United Nations system or a comparable international organization is desirable.
Fluent reading, writing and speaking abilities in English.
Desirable A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, or Spanish).
Evaluation of qualified candidates will include a competency-based interview and any other assessments deemed necessary.Special Notice
It should be noted that the maximum period for which a staff member at the D-1 level can serve is eight (8) years. The initial appointment will be on a fixed-term non-career basis for a period of four (4) years (first year is probationary for an external candidate). A second fixed-term non-career appointment may be granted to the incumbent, subject to re-appointment procedures. The combined duration of the initial and second fixed-term contracts shall not exceed eight (8) years.
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, in accordance with the provisions of the ICAO service code.
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.
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.
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.