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Associate Field Recruitment Officer


  • Organization: ICAO - International Civil Aviation Organization
  • Location: Montreal
  • Grade: Junior level - P-2, International Professional - Internationally recruited position
  • Occupational Groups:
    • Human Resources
  • Closing Date: Closed

Org. Setting and Reporting

The Field Personnel Section (FPS) in the Capacity Development and Implementation Bureau (CDI) is responsible for managing the processes of recruitment and administration of employment contracts of international and national experts for the Capacity Development and Implementation Programmes, in accordance with the ICAO Field Service Staff Rules, Field Personnel Instructions and the National manuals, Field Personnel ISO 9001 procedures, as well as other United Nations (UN) common system administrative recommendations and decisions. FPS is comprised of two units, namely the Field Personnel Administration Unit (FPA) and Field Recruitment Unit (FRU).

Under the guidance of the Chief, FPS, Capacity Development and Implementation Bureau (CDI), the Associate Field Recruitment Officer will report to the Field Recruitment Officer, who is responsible for supervision of FRU functional activities. The incumbent will contribute to the Unit by providing technical and administrative support in maintaining and updating the CDI recruitment roster, supporting the process of developing and updating job descriptions, short listing candidates for recruitment, monitoring the workflow in the e-recruiter, and implementation of recruitment processes to realize the objectives of the Unit.


Function1 (incl. Expected results)

Prepares job descriptions and assigns skill codes matching the technical specifications required and advertises the posts, achieving results such as:

• Review draft job descriptions presented by the Field Operations Section (FOS), verify content adequacy, relevance and alignment to other Technical Cooperation (TC) posts matching similar technical specifications and align to the skill codes.
• Conduct independent reviews of existing job descriptions for updating and aligning to the market demands and skill codes available in the e-recruitment system.
• Assist and guide, as required, in the preparation of job profiles for TC project posts.
• Liaise with ICAO/HR/Recruitment, Classification and Post Management (RCP) team to ascertain availability of applicants who have been interviewed, confirmed qualified and willing to be considered for TC project posts for entry into the roster.
• Liaise with ICAO HR/RCP to facilitate the classification of the job descriptions to determine grading of the post in accordance with the laid down procedures.
• Support FOS in the preparation of budget estimates as baseline indicators on the budgetary implications attached to the posts earmarked for deployment.
• Prepare templates in the e-recruitment system, ready for advertisement of the posts and seek the necessary reviews and approvals to ensure quality control.
• Post advertisements in the e-recruitment system.

Function 2 (incl. Expected results)

Updates and maintains a functional roster for CDI Experts, achieving results such as:

• Review applications in the ICAO e-recruitment system, match the suitability of candidates to the required profiles and contact the identified candidates to confirm willingness to be included in the CDI Roster.
• Monitor the CDI roster to ensure appropriateness and adequacy of experts’ profiles.
• Conduct periodic clean-up of the ICAO/CDI e-recruitment system and maintain an active database of CDI roster of experts.
• Ensure the availability of vetted roster candidates whose profiles correspond to the list of prospective jobs advertised.
• Prepare periodic reminders to the roster candidates to update their profiles to ensure the currency of the profiles.
• Prepare the database by assigning or adjusting skill codes for each field of expertise identified for retention on roster using the new roster coding system for all skill code(s) or areas of technical expertise for ease of identification.
• Classify roster candidates by skill code and availability to facilitate rapid deployment whenever required.
• Support the process of development of an outreach programme, to attract potential experts in the field.
• Update the roster with lists of candidates identified and recommended after interviews.
• Analyze and determine the scarcity of field experts in the roster by expertise and report to management for action.
• Analyze demand trends for CDI Experts, identify new skill/obsolete codes and make recommendations to add/remove such fields from the roster.

Function 3 (incl. Expected results)

Supports the process of selecting candidates matching the requirements of the TC projects, achieving results such as:

• Monitor the e-recruitment system, review recruitment requests and accompanying job profiles, and obtain clarifications and process recruitment requests, as required.
• Download applications for posts advertised from the e-recruitment system, analyze applications and select candidates whose profiles match the specifications and descriptions contained in the advertised positions.
• Evaluate, review and pre-screen applications for employment in the Technical Cooperation Programme forms in the CDI e-recruitment system to ascertain suitability of candidates by skill code for roster purposes.
• Conduct searches in the computerized ICAO/CDI rosters for suitable candidates matching requirements for vacant/prospective posts in the pipeline and initiate the pre-recruitment review as a proactive measure.
• Conduct a search of the CDI database of roster candidates for suitable candidates to meet TC field requirements.
• Contact the shortlisted candidates to ascertain their availability and interest.
• Prepare a matrix for the shortlisted candidates and forward for review and endorsement by the FOS – Project Implementation team and the Regional Office.
• Organize interviews for the shortlisted candidates and facilitate the selection of qualified experts.
• Prepare interview.
• Facilitate preparation of approval documentation to forward names of qualified nominees for selection by the contracting States.
• Follow up on host government approvals of nominations and facilitate release of government employed personnel.
• Negotiate conditions of employment and recommend type of contract to be offered to selected candidate.
• Prepare offers of employment and turn over the Experts to FPA for preparation of contracts.

Function 4 (incl. Expected results)

Supports the Unit in the development of systems and processes for recruitment, achieving results such as:

• Develop operational processes for updating and maintaining the roster.
• Review existing recruitment processes from time to time to ascertain relevance and present proposals for change, whenever necessary.
• Monitor the workflow and report on the ISO implementation timelines for compliance.

Function 5 (incl. Expected results)

Assists the Field Recruitment Officer, as needed, achieving results such as:

• Supervise FRU staff.
• Prepare FRU statistical status reports from e-recruitment, whenever required.
• Prepare the necessary information related to recruitment for management review and oversight reporting.
• Prepare nomination letters of selected candidates to host governments, obtain their necessary recommendations and approvals for appointments of nominees.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.


Professionalism: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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.

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.

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 the client.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

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.



• A first level university degree in human resources management, public or business administration, or in a related field, is required.

Work Experience

• A minimum of three (3) years’ experience in the recruitment of technical professional personnel in aviation or other fields in an international environment, is required.

• Experience in talent planning, job analysis and management of recruitment life cycle (i.e., conducting talent search, selection, roster management, organizing and conducting interviews and reference checks), is required.

• Experience in the use of automated e-recruitment systems and integrated human resources information management systems, is required.

• Experience in contract management, interpretation of policies, or administration of salaries and entitlement, is desirable.

• Experience in the aviation industry, is desirable.

• At least two years of working experience in the United Nations Common System, international organization or government, is desirable.



• Fluent reading, writing and speaking abilities in English.


• A working 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

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

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.

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 P-2 Rate Net Base Salary per annum + Post Adjustment (net) per annum(*)
USD $50,377 + USD $ 24,231
(*) 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.

This vacancy is now closed.
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