The Staff Employment and Administration Section (SEA) is one of three Human Resources sections within the Administration and Services Bureau in ICAO. SEA is responsible for: administration of contracts (staff and non-staff personnel), Contract Management, administration of benefits and entitlements, management of pension and other social security entitlements, oversight of the Medical Clinic and staff accreditation matters.
This position is situated in the Staff Employment and Administration Section (SEA) which is one of two Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to the operational aspects of HR management and service, such as recruitment, classification, contract management, entitlement administration, separation handling and servicing retirees.
The Social Security and Pension Unit (SSP) is responsible for: the administration of staff benefits with respect to staff enrolment in the United Nations Joint Staff Pension Fund (UNJSPF) and all insurances, including after-service coverage; the application of review procedures for compensation claims and disability benefits; the interpretation of the provisions of the regulations, rules and pension adjustment system of the UNJSPF; the provision of advice to staff on pension entitlements and after-service benefits; ongoing liaison with the ICAO Medical Consultant on staff health matters and with the Quebec Government on matters dealing with Medicare; ongoing liaison with local insurance companies with regard to renewal of group insurance plans and the Employee Assistance Programme.
The incumbent reports directly to the HR Specialist (Social Security and Benefits) who assigns tasks, decides on priorities and who facilitates complex technical matters.
Function 1 (incl. Expected results)
Provides support in the enrolment of staff in the Pension Fund, and process separation cases, including the servicing of retirees, achieving results such as:
•Assist in enrolment of new recruits to the Pension Fund and maintain pension records, pension numbers, status reports (date of birth, full time employment, part-time employment, family members, marital status, death, etc.)
•Assist in determining the eligibility of pension entitlements, in accordance with the Staff Rules, Service Code, and UNJSPF Rules and Regulations.
•Processing and recording of separation and benefit entitlements.
•Assist in briefing new recruits and separating staff members on pension benefits •Record and file all correspondence such as Reports, Working Papers, Minutes, Staff Notices, standard form letters, and fax messages.
•Prepare monthly adjustment list and record electronically all changes (including new entries, deletion, change of name, duty station) •Distribute yearly pension statements and any related documentation to staff concerned.
•Assist in providing guidance to staff, answering queries and requests.
•May be required to prepare Minutes of meetings from time to time.
Function 2 (incl. Expected results) Facilitates administrative arrangements for Boards and Committees, achieving results such as: •Assist in organising meetings for the Staff Pension Committee (SPC), and similar committees and gatherings.
•Assist in reviewing documents, correspondence, pension entitlements and benefits for onward transmittal to the Pension Fund.
•Assist in the preparation of background information to meetings.
•Provide support in preparation and distribution of minutes and follow up on decisions.
Function 3 (incl. Expected results) Maintains records, filing and executes database updates, achieving results such as: •Maintain all pension and separation records and update contents accordingly.
•Keep a record of files kept and to be kept in the Archives and oversee the management of archived records.
•Keep and maintain an inventory of booklets and forms necessary for future distribution (i.e. claim forms, explanatory booklets, pension forms, etc) and inform Supervisor on any replenishments.
•Complete request for printing of documents, translations etc.
•Input information on the relevant database, and generate reports and alerts.
•Updating and maintaining the SSP/Medical Clinic pages on the intranet.
Function 4 (incl. Expected results) Contributes to the production of documentation for the Unit, achieving results such as: •Draft staff notices and postmaster messages with respect to separations and pension.
•Assist in preparing working papers and status reports on pension, retirement and separation.
•Assist in preparing presentations on pension and related matters •Prepare TWIMC letters upon request for retirees with respect to the duration and amount of pension contributions for income tax purposes.
•Keep inventory of booklets and forms for distribution as required.
•Prepare Status Reports for the UN Pension Fund pertaining to changes in the staff members’ status.
•Prepare statistical reports on pension and insurances Function 5 (incl. Expected results) Monitors and follows up on timely processing of disability cases, achieving results such as: •Follow-up and plan dates for review of disability cases, yearly Staff Notices and other specific cases •Keep track of cases of extended sick leave and liaise with the Medical Clinic for reports on cases identify for disability consideration •Contact ICAO Staff Pension Committee and Advisory Board on Compensation Claims, and ad-hoc Committee members in scheduling meetings; and ensure that all supporting documents are presented to members in a timely manner.
•Update staff members’ files and relevant databases accordingly.
Function 6 (incl. Expected results) Perform any other duties that may be required from time to time, including providing back-up support on Medical Insurance coverage, Aetna Group Life Insurance, Malicious Insurance, Occupational and Non-Occupational Accident Insurances, as and when required.
1.Professionalism: Knowledge of the pension system of the United Nations and of the application of Rules and Regulations of the Pension Fund. Excellent knowledge and expertise in the use of Microsoft applications, particularly Word and Excel. Knowledge of automation tools and techniques. Initiative and discretion in dealing with highly confidential material 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.
2.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.
3.Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
4.Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
5.Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
6.Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
A successful completion of secondary level educational is required. Training in human resources and in particular on benefits and entitlements is desirable.Work Experience
A minimum of five years of administrative experience in human resources or related field is required.
Experience in the application of staff rules and regulations is required..
Desirable: Work experience within an international organization or a government is desirable.
Experience dealing with the processing of benefits and entitlements is desirable.
Experience of social security and pension matters is desirable.
Fluent reading, writing and speaking abilities in English.
Desirable Knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable, particularly French.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.Special Notice
Please note that this is a locally-recruited ICAO post, based in Montréal, that is restricted to Canadian Citizens, Permanent Residents of Canada or holders of a valid work permit for Canada.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (3) 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 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.
Remuneration: Level: G-5 Net Base Salary per annum: CAD 38,922
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.