International Civil Aviation Organization (ICAO)

Human Resources Specialist (Policy and Disciplinary Matters)

International Civil Aviation Organization (ICAO)

Job Description

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 stakeholders of the world aviation community. The Bureau is responsible for the Coordination and administration of all administrative and management services.

The HR Specialist (Policy and Disciplinary Matters) is located in the Office of the Director, Bureau of Administration and Services (ADB). The incumbent reports directly to the Deputy Director, Human Resources and is the lead HR Officer on disciplinary matters, cases of alleged misconduct, administrative procedures, appeals, and administrative reviews, and provides support in the development and implementation of human resources related policies.


Function 1 (incl. Expected results) Coordinates the implementation of a disciplinary process and/or managerial action or administrative measures of ICAO staff members, in accordance with the ICAO Service Code, Staff Rules, Personnel Instructions, policies, and administrative issuances and procedures, achieving results such as: • Review and advise on the appropriate course of action(s) to be taken on complaints of misconduct referred back by the investigative entity to ICAO, including, matters relating to discrimination, harassment, including sexual harassment, and abuse of authority, and miscellaneous matters, as well as personnel matters and contract disputes, office management disputes and basic mismanagement issues, traffic-related inquiries, simple thefts and basic misuse of equipment or staff; • Liaise with the Office of the Secretary General, the Legal Affairs and External Relations Bureau, the Ethics Office, the Ombudsperson, HR sections within ADB, and other relevant entities (such as an investigative entity), as appropriate, to ensure that appropriate course of action is taken on referred matters by the investigative entity to ICAO; • Advise on the appropriate managerial action or administrative measure applicable to a referred matter by the investigative entity to ICAO by preparing a report setting out the facts of the matter, including the outcome and the recommended managerial action or administrative measure; • Draft preliminary report based on the available information, including any relevant documentation provided by the investigative entity to ICAO on referred matters relating to discrimination, harassment, including sexual harassment, and abuse of authority, as well as miscellaneous matters, and provide such preliminary report to the staff member against whom the complaint of misconduct has been made. This includes review of staff member’s written comments and provision of advice on further action to be taken; • Provide guidance and legal/policy support during a fact-finding enquiry on referred matters, as well as perform the functions of the Secretary of an inquiry; • Provide factual Analysis and draft recommendations and related disciplinary documentation, in accordance with relevant jurisprudence, Staff Rules and Regulations and administrative issuances and relevant principles of law; •Identify situations and cases amenable to informal resolution and/or settlement and provide advice to the relevant offices dealing with informal dispute resolution processes.

Function 2 (incl. Expected results) Advises the Administration in handling requests for Administrative Review and appeals and queries in implementing HR related issues, achieving results such as: • Review requests for Administrative Review and appeals and queries on HR related issues and advice the Administration on the appropriate response and action; • Coordinate HR’s response to any cases that are before the Appeals Board, that may require its input; • Conduct HR related legal research and provide detailed analysis of legal precedents from the UNAT and UNDT jurisprudence.

Function 3 (incl. Expected results) Provides assistance in the implementation, analyses and promotion of a range of human resources related policies and procedures, achieving results such as: • Collaborate with HR Sections in ADB in the development and implementation of human resources related policies; • Support ADB reviews and discussions on revising policies/procedures and provide inputs on draft policies/procedures; • Provide policy support to HR sections within ADB, management and staff on legal aspects and approaches in the application of HR related policies and the implementation of administrative issuances, including on exceptions thereto, in coordination, as might be applicable, with the relevant HR Chief, Legal Affairs and External Relations Bureau, the Ethics Office and other relevant authorities, as appropriate; • Provide input and advice on human resources provisions in agreements and memoranda of understanding with other entities and organizations; • Provide input and advice on reports, working papers and other documentation related to human resources policies and strategies that are submitted by ADB to ICAO Council and its Standing Committees.

Function 4 (incl. Expected results) Performs other related duties, as assigned.


Professionalism: Has knowledge of human resources policies, practices and procedures and of the ICAO Service Code, Staff Rules, Policies, Personnel Instructions, and administrative issuances and procedures. Has proven analytical skills and ability to conduct research and advise on complex cases and matters including, administrative procedures, cases of alleged misconduct, disciplinary matters, appeals, and administrative reviews. 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.

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.

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.

Accountability: Takes ownership of 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.

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.

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 improvements; 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.

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.


Advanced university degree (Master’s degree or academic equivalent) in administrative law, law, human resources, business administration, or related field is required. A first-level university degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of ten (10) years of progressively responsible relevant experience in human resources and/or law, including legal analysis, research and writing is required.

Experience in matters related to human resources policies and administration of justice is required.

Demonstrated experience in drafting legal and policy documents, reports, briefing papers on complex individual administrative cases at the international level is required.

Experience with informal resolution and mediation is desirable.

Experience in the interpretation and application of staff regulations and rules, with administrative law and/or administration tribunal(s) would be an asset.

Experience in the United Nations system or similar international organization in a relevant field of work is desirable.


Essential Fluent reading, writing and speaking abilities in English.

Desirable A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Special Notice

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 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, in accordance with the provisions of the ICAO service code (Staff Regulations).

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

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 P-XRate Net Base Salary per annum: USD 73,516 Post Adjustment (net) per annum(*): USD 32,877 (*) Post Adjustment is subject to change.

United Nations Considerations

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.

No Fee

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.

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