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Human Resources Associate (Entitlements and Contracts Management)


  • Organization: ICAO - International Civil Aviation Organization
  • Location: Montreal
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Legal - Broad
    • Human Resources
    • Administrative support
    • Procurement
    • External Relations, Partnerships and Resource mobilization
  • Closing Date: Closed

Org. Setting and Reporting

The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to operational aspects of HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing of retirees, administration of social security and pension benefits, staff accreditation matters, and oversight of the medical clinic.

The incumbent reports directly to the HR Specialist (Staff Administration) who assigns tasks, decides on priorities and who facilitates complex technical matters.


Function 1 (incl. Expected results)
Prepares offers and letters of appointment and other personnel actions affecting contractual status, such as renewal, extension, reclassification, and reassignment, achieving results such as:
• Prepare Letters of Offer for newly appointed staff in a timely and efficient manner
• Liaise with medical team and follow up on medical certification for newly appointed staff.
• Accurately verify and calculate entitlements upon appointment.
• Independently brief all new recruits of the assigned Bureaus on benefits and entitlements.
• Regularly monitor and follow up on contract expiration dates and take adequate action for extension and renewal of all types of contracts.
• Alert HR Specialist (Staff Administration) on any delay and make recommendations on solution of complex cases.
• Carry out timely processing of appointments on basis of transfers, secondment, reassignment and other UN inter-agency exchange understandings.
• Arrange for travel of new recruits and their family members.

Function 2 (incl. Expected results)
Examines, calculates and administers all allowances and entitlements for Professional (P) and General Service (GS) staff, achieving results such as:
• Administer various staff entitlements such as dependency allowance, education grant, education grant travel, rental subsidy, and special post allowance.
• Verify requests for entitlements in terms of completeness of documentation, consistency and appropriate application of policy.
• Regularly monitor and follow-up on renewal of entitlements, of changes in salary scale and post adjustment and take appropriate action. Draft staff notices and other documentation in order to communicate changes appropriately.
• Timely administer salary increments due to staff and appropriate payment authorization for all allowances and entitlements.
• Carry out appropriate analysis and preparation of payment applications for rental subsidy; implementation and administration of the rental system for Headquarters and Regional Offices.
• Review, verify, and calculate claims for education grants, of entitlement to mobility & hardship allowance and process payment.
• Recommend as to the discontinuance of payments in order to avoid overpayment or abuse of system.
• Liaise with Finance (FIN) on all issues related to the timely and accurate payment of compensations and remunerations.
• Carry out appropriate preparation and follow-up on documents related to payroll, benefits and entitlements and ensure accuracy of information.
• Adjust and verify of data in electronic database with respect to allowances and entitlements.

Function 3 (incl. Expected results)
Monitors leave entitlements of staff, achieving results such as:
• Perform accurate calculation and processing of any type of leave entitlements.
• Draft individual memos, correspondence and other documentation with respect to leave entitlements.
• Support Attendance Focal Points in leave management, including training, briefings and guidance in application of rules and regulations.
• Produce statistical reports on absences and flags any issues to HR Specialist (Staff Administration).
• Verify accuracy of data in electronic system; make recommendations to advance and increase usage of electronic system.
• Flag issues, such as long absences, unauthorized absences and other cases to HR Specialist (Entitlements & Contract Management).

Function 4 (incl. Expected results)
Administers formalities and contractual arrangements with respect to separation of staff, achieving results such as:
• Evaluate and calculate removal estimates and other entitlements on separation.
• Obtain and follow-up on appropriate documents to substantiate claims and verify quality, completeness and accuracy of documentation provided.
• Prepare separation checklist and clearance certificates.
• Inform appropriate persons in terms of cancellation and change of ID, UN Laissez-Passer (UNLP), visa and other identification items.

Function 5 (incl. Expected results)
Provides support, advice and guidance to staff members and HR Management in general, achieving results such as:
• Provide assistance and advice as required to staff of the assigned Bureaus. Independently brief staff on all entitlements, guide them through the necessary administrative processes, and support them in complying with administrative formalities.
• Recommend action to remind, brief and train staff in all entitlements, processes and administrative formalities.
• Provide input into the design and advancement of the management of entitlements and benefits and take initiative to continuously improve service delivery.
• Provide guidance and support to HR Focal Points in Headquarters and Regional Offices regarding entitlements and answer queries accordingly.
• Update the status of staff under responsibility, as required through the Annual Status Review.
• Prepare periodic reports on issues pertaining to entitlements and allowances.
• Follow-up independently on any pending cases and initiate appropriate action.
• Research and prepare proposals for the granting of exceptions to the Staff Rules and any related policies and identify any precedents.
• Carry out timely and accurate update of the relevant electronic staff databases. Accurate extract of data and preparation of statistics for planning and analytical purposes and for management review.
• Ensure the establishment and accurate maintenance of filing systems and regular update thereof.

Function 6 (incl. Expected results)
Performs other related duties, as assigned.


Professionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates initiative and makes appropriate linkages in work requirements and anticipates next steps. A thorough knowledge of office automation techniques for text processing and contemporary software; 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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.

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 clients.


A Diploma of College Studies (DEC) or equivalent is required.

Additional training or certification in human resources, business administration, or related field.

Work Experience

• A minimum of six (6) years’ administrative experience in Human Resources or a related field is required.

• Proven experience in managing contractual arrangements is required.

• Experience in the application of staff rules and regulations is required.

• Experience in using ERP systems and in using common desktop applications such as Microsoft Excel is required.

• Experience with the entitlements, allowances, benefits, and compensation systems of the United Nations is desirable.


Fluent reading, writing and speaking abilities in English.

Knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).


Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Please note that this is a locally recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

It should be noted that this post is to be filled for an initial period of Three (3) 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 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 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.

Remuneration: Level Net Base Salary per annum
G-6 CAD 47,249

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.

This vacancy is now closed.
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