Associate Field Personnel Officer – Entitlements

Contract

This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be between 87,818 USD and 119,278 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

The Field Personnel Section (FPS) in the Capacity Development and Implementation (CDI) Bureau 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. FPS is comprised of two units, the Field Personnel Administration Unit (FPA) and the Field Recruitment Unit (FRU). FPA provides Human Resources Management operational and administrative support for the field projects by facilitating the implementation of services such as the management of international experts and local project field staff, international consultants and local project personnel appointments, contracts, and administration of entitlements, benefits and salaries. FPA ensures proper interpretation and application of the Field Service Staff Rules, Administrative Instructions and procedures for non-staff as well as other United Nations Common System administrative guidelines for effective facilitation and delivery of consistent and high-quality services. Under the overall guidance and management of the Chief, Field Personnel Section, the incumbent reports directly to the Head, Field Personnel Administration Unit (H/FPA). The post contributes to the unit by providing technical and administrative support for the management of employment contracts of international and local project field personnel. The incumbent directly supervises General Service staff assigned to her/him, prioritizes, distributes tasks, coaches, trains and manages their performance.

Responsibilities

Function1 (incl. Expected results) Administers appointments, promotions, transfers, assignments and separations and their related contracts, salaries, benefits and entitlements, achieving results such as: • Analyse and determine eligibility for payment of salaries, benefits and entitlements of internationally recruited experts and consultants, as well as national project personnel in both, Professional and General Service category in accordance with the provisions of ICAO Field Service Staff Rules (FSSR), Administrative Instructions for non-staff and other United Nations Common System administrative recommendations or guidelines; • Facilitate the onboarding and separation of experts and national project personnel; • Facilitate preparation of contracts, travel arrangements, requests for visas, shipment of personal effects, security clearances, medical examination clearance, release from national administrations where applicable, valid security certificates, age waivers, payment of entitlements and liaise with the appropriate authorities to receive experts on arrival in the field; • Validate and review for accuracy all supporting documents relevant to staff and authorize payments of salaries and allowances as determined; • Validate and approve entries of salaries, benefits and allowances in the ERP System; • Approve purchase orders (POs) in the ERP system for salaries of international consultants and national project personnel; • Liaise with the Budget Unit and Finance to facilitate payment of salaries and entitlements; • Facilitate and ensure timely completion of probationary reports and performance evaluation reports for experts and national personnel; • Oversee the process of extension of contracts whenever applicable and ensures that funds are certified, including approvals, age waivers, and release of experts from their administrations. Function 2 (incl. Expected results) Provides guidance and supervises the administrative staff assigned to support FPA’s function, achieving results such as: • Provide technical support and guidance to staff assigned, allocate duties, delegate assignments, manage performance and oversee the facilitation of administrative processes under supervision; • Oversee and verify the completion of all pre-appointment formalities and appointment documents; • Provide training and guidance to staff on matters related to administration of contracts from appointment to separation; • Advise and guide FPA focal points on the administration of all Field Service Personnel contracts; • Review and approve draft correspondence to field experts/national personnel on appointments and separations; • Train, coach and support the assigned staff on the ERP system management and procedures related to processing international consultants and national personnel remuneration; • Transfer knowledge and technical expertise to promote consistency and foster collaboration and teamwork. Function 3 (incl. Expected results) Oversees the on-boarding process of personnel on appointment and separation process, and advises field personnel on issues pertaining to contract administration, achieving results such as: • Prepare letters of appointment(s) for fixed term contracts, Special Service agreements, Service contracts, Retainer contracts, etc. in accordance with the ICAO Field Service Staff Rules (FSSR) and the established regulations; • Follow up and monitor approval of funding by project managers in the different Sections and funds certification by the Budget Unit; • Provide briefing to all new recruits on their benefits and entitlements as assigned; • Prepare and provide briefing to newly appointed experts on pre-appointment requirements, entitlements, information on local conditions applying in the respective duty stations, visa requirements, etc; • Assist field experts/national personnel in adjusting to their stations of appointment and acts as their focal point to assist in the integration process; • Provide timely and proactive advice, support and solutions to matters related to contract administration; • Advise and counsel staff with respect to their rights, obligations and the code of conduct; • Oversee and ensure the completion of the mandatory ethics training for field personnel; • Provide training and guidance on complex contractual matters, and cases of separation. Function 4 (incl. Expected results) Monitors the administration of individual consultants’ contracts (SSAs), and contracts relevant to national project personnel, achieving results such as: • Ensure that the recruited personnel are in possession of required work permits, visas, and other necessary documentation; • Monitor and authorize payments of the consultants’ fees and ensures issuance of correct purchase orders; • Monitor and authorize monthly payments for national project personnel and ensure issuance of correct purchase orders and Agency Service Requests; • Follow up and monitor fund approvals by the Field Operations Section and funds certification by the Budget Unit; • Facilitate the processes of administration of contracts, entitlements and separation. Function 5 (incl. Expected results) Collects and collates information and data required for reporting, oversees the integration of statistics, prepares reports, and calculates insurance premiums for payment, achieving results such as: • Deliver quarterly, annual and ad-hoc reports on time and with accuracy; • Keep statistics up-to-date and available in real time; • Accurately calculate insurances premiums and ensure that they are paid on time; • Deliver UN Common System reports on time. Function 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Demonstrable knowledge and understanding of UN contracts, benefits and entitlements as well as Staff Rules and administrative instructions. 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. Ability to draft reports in English. Ability to provide formal/informal coaching/counselling and career support to staff. Ability to deal with sensitive matters with discretion. Demonstrate knowledge in the use of ERP system. 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. 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; demonstrate ability for excellent written and verbal communication skills and strong interpersonal skills in terms of relating and networking. 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 client. 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. 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 the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

• A first-level university degree in business administration, human resource management, law or in a related field is required.

Job - Specific Qualification

Not available.

Work Experience

• A minimum of three (3) years’ of relevant experience in the administration of human resources field is required. • Experience in contract management, interpretation of policies and administration of salaries, benefits and entitlements is required. • Experience in the application of staff regulations, rules and administrative instructions is required. • Experience in the use of an ERP system for the administration of personnel is required. • Two years gained in the field of Staff Administration within the context of the United Nations Common System or International Organizations context is desirable.

Languages

• Fluent reading, writing and speaking abilities in English is required. • A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Assessment

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 1 year (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. 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 24,131 () 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.