Human Resources Assistant
Org. Setting and Reporting
The Staff Employment and Administration Section (SEA) is dedicated to operational aspects of Human Resources management and services, such as contract management, entitlement administration, social security and pension administration, separation handling and servicing retirees.
The incumbent reports directly to the Chief, SEA who is responsible for assigning tasks, deciding on priorities and facilitating complex technical matters.
Function 1 (incl. Expected results)
Performs human resources functions related to group medical, group life insurance, non-occupational risk insurance, malicious insurance, employee assistance program (EAP), achieving results such as:
•Assist staff members and members of Delegations and their respective eligible family members to complete forms and obtain their Medicare cards.
•Prepare correspondence and liaise with Protocol Quebec to obtain attestations, and with the RAMQ Office for completion of formalities to obtain Medicare cards and resolve problem cases.
•Maintain the Medicare database and files and the follow-up system for the renewal of Medicare Cards and the retrieval of expired ones.
•Brief new staff members and members of Delegations at HQ about the ICAO group MBP and assist them in completing the application cards.
•Brief staff members on the optional Aetna group Life Insurance and Non-Occupational Risk Insurance. Write on these matters to the new staff in Regional Offices and follow up on their enrolment within the eligibility period.
•Provide information and forms on visitor’s insurance to those who are not eligible to join the ICAO group MBP and assist in implementing the coverage.
•On separation from service, debrief staff on their after-service coverage in the various group insurance plans and assist them to complete and sign the necessary forms. Follow up on the payment of their initial premiums for the ICAO group MBP coverage.
•Maintain all changes in the database (including new entries, delegations, changes in class of coverage or civil status, name, duty station, etc.) concerning the ICAO group MBP, Aetna group Life insurance and Non-Occupational Risk Insurance and produce monthly adjustment lists to advise Payroll and Accounts Units as well as the insurance companies of changes.
•Produce and update monthly lists of staff members who are eligible to use the services of the Employee Assistance Program (EAP) and submit to the EAP provider.
•Reply to questions of participants (verbal and written) pertaining to the insurance plans and assist participants of the ICAO group MBP to resolve problems with their claims. Prepare follow-up lists to ascertain that ineligible children are removed from the ICAO group MBP and advise the primary participant and the insurance company in writing.
Function 2 (incl. Expected results)
Performs human resources functions related to UN Pension Fund, achieving results such as:
•Brief staff members at HQ about the UN Pension Fund. Obtain all necessary certificates (birth, marriage, divorce, etc.) for their enrolment and provide the forms that need to be completed. Ensure all entitlements are understood. Write on these matters to the new staff in the Regional Offices and follow up on their enrolment.
•Ensure all forms and documentation are prepared and sent to the Pension Fund in New York, after certification.
•Debrief departing members at HQ on their pension entitlements and provide the forms which need to be completed. Write on these matters to staff in the Regional Offices.
•Ensure that separation notifications and payment instructions are sent promptly to the Pension Fund in New York so as to avoid undue delays in the payment of retirement benefits.
•Calculate pension estimates for deferred, early or full retirement and calculate validation costs of prior non-contributory service.
•Prepare TWIMC (To Whom It May Concern) letters upon request for retirees with respect to the duration and amount of pension contributions for income tax purposes.
•Ensure that all data on staff members’ pension files is current and that changes in personal status are correctly recorded and reported to the UN Pension Fund and changes in status are correctly reflected on insurance application cards as requested by staff members.
•Review Status Reports and various other pension forms for submission to the Pension Fund Secretariat.
Function 3 (incl. Expected results)
Provides administrative support to the Section, achieving results such as:
•Assist with the preparation and verification of data concerning pension contributions and insurance matters, i.e. payments of insurance premiums and payroll deductions.
•Maintain awareness of changes in pension rules and regulations and implement new procedures as they are introduced by the Pension Fund Secretariat, in accordance with instructions from the Secretary General, ICAO Staff Pension Committee.
•Assist in drafting correspondence, staff notices, working papers, minutes, reports, presentations, tables, etc. often of confidential or urgent nature, from verbal instructions or handwritten notes. Proofread for completeness grammar, spelling and meaning.
•Liaise with the nurse of the ICAO Medical Centre to follow up on medical clearances, the status of medical assessments from the ICAO Medical Consultant pertaining to disability or compensation cases.
•Assist in emergency situations in the absence of the nurse and/or ICAO Medical Consultant.
Function 4 (incl. Expected results)
Performs other related duties, as assigned.
Professionalism: Knowledge of human resources policies, procedures and practices and ability to apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Aptitude for detail and the ability to prepare correspondences, reports and statements. Initiative, judgement, discretion in handling confidential information, thoroughness and ability to manage harmonious working relationships. Ability to handle changing priorities and to manage increasing workload. 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 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.
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.
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.
Planning & 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.
Successful completion of secondary level education is required.
Additional training or certification in human resources, business administration, or a related field is desirable.
A minimum of 5 years’ administrative experience in human resources or a related field is required.
Knowledge in handling protocol matters and dealing with social security benefits and entitlements is required.
Experience in the application of staff rules and regulations is required.
Understanding of Pension and Medical Benefits Plans is required.
Work experience within an international organization or a government is desirable.
Experience within the UN system is desirable.
Fluent reading, writing and speaking abilities in English and French is required.
A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish) is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.Special Notice
Please note that this position is subject to local recruitment. Eligible candidates must be Canadian Citizens, Permanent Residents of Canada or holders of a valid Canadian work permit.
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three 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.
Net Base Salary per annum: CAD 43,269
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.
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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