Field Recruitment Associate

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,986 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’s (FPS) services are fully integrated to the operations of four other core business functions of the Technical Cooperation Bureau (TCB) namely, Field Operations Section (FOS), Technical Support Unit (TSU), Global Aviation Training (GAT) and Business Support Section (BSS). The Chief, Field Personnel Section (C/FPS) provides leadership, management and operational guidance to the Field Personnel Administration (FPA) and the Field Recruitment (FRU) Units, who in turn implement the day-to-day processes leading to the efficient and effective selection, deployment and retention Field Experts.

Under the overall guidance of the Chief, Field Personnel Section, the Field Recruitment Associate reports to Field Recruitment Officer with responsibilities assigned within the Field Recruitment Unit (FRU). S/He will be the focal point for quality assurance, including internal and external quality audits. In this regard, the incumbent will ensure accuracy, consistency and standardization of administrative correspondence and documentation used during implementation of the recruitment processes. S/He also contributes to the Field Recruitment Unit by providing technical and administrative support during implementation of recruitment, maintains and updates TCB recruitment roster. Other responsibilities includes providing first line support in developing and updating job descriptions, classification of posts, short listing candidates for recruitment, monitoring the workflow in the e-recruiter, including timely implementation of recruitment processes, updating statistical data on recruitment, keeping track and reporting on the operational trends to management, to facilitate timely interventions for efficient and effective delivery of services.

Responsibilities Function 1 (incl. Expected results) Prepares job descriptions, analyses job description, assigns skill codes matching the technical specifications required, apply classification standards and recommended grades, achieving results such as: - Support the hiring Sections in preparing job profiles for TC project posts, as required; - Liaise with ICAO/HR/Recruitment, Classification and Post Management (RCP) team to ascertain availability of applicants who have been interviewed, qualified and confirmed willingness for consideration for inclusion in the TCB roster; - Liaise with ICAO HR/RCP and ONE UN team to facilitate the classification and determine grading of the posts in accordance with the laid down procedures. - Compile and analyse background information, evaluate and pre-classify job descriptions in accordance with ICSC classification Master Standards for Professional Field posts, and provide draft rationale for the recommendations on levels of classification after consultation with FPS Management and counterparts in FOS/GAT/TSU prior to submission of the same to HR/RCP and One UN. - Prepare the Classification Form, submit with relevant background information for approval through HR/RCP and follow up on status of classification submissions. - Maintain accurate record of classified job descriptions to update the FPS Classification Log.

Function 2 (incl. Expected results) Executes quality assurance checks on FRU’s administrative support team input and ensures accuracy and consistency in templates and outgoing correspondence to States/Aviation Authorities, Regional Offices and Experts in compliance with ISO standards, achieving results such as: - Perform quality assurance function and act as FRU oversight focal point for internal and external quality audits. - Maintain and make timely update(s) of field recruitment actions in the quality management tracking report. - Document exceptions to the processes, prepare SOPs and support the adaptation process of Unit’s administrative support staff. - Provide guidance, training support and whenever required, provide process and quality oversight on the work of the Recruitment Assistants in the daily operations to ensure appropriateness and efficacy in terms of accuracy, consistency, including adherence to procedural guidelines (quality). - Update and ensure all applicable changes are reflected in the Summary of Entitlements and Benefits in line with UN common system of salaries, allowances and benefits. - Prepare, review and validate turnover sheets, summary of entitlements and conditional offers to experts to ensure accuracy of information aligned to the classified grade level and remuneration scale of post under recruitment. - Review recruitment documentation and make amendments arising from approved changes in recruitment policies and procedures. - Monitor and timely updates of the FPS recruitment status tracking and reporting system. - Flag deviations for further review by management and ensure that rules and regulations guiding the recruitment are adhered to; - Generate draft documentation of procedures for newly adopted systems and processes. - Unit focal point for internal and external ISO Audits - Contribute to business improvement initiatives, and ensure availability of accurate information/advice and real time response(s) from FRU to management on request. - Organize training and guidance sessions for the recruitment team and stakeholders such as FOS, GAT, TSU and ROs to assist in the implementation of newly adapted operational systems and processes.

Function 3 (incl. Expected results) Updates and maintains a functional roster for TCB Experts, achieving results such as: - Conduct first level screening of applications received through TCB Prospective vacancies to consolidate the TCB Roster of experts in various aviation disciplines. - Review applications in the ICAO e-recruitment system, match suitability of candidates to the required profiles and contact the identified candidates to confirm willingness be included in the TCB Roster. - Prepare periodic reminders to roster candidates to update their profiles to facilitate re-validation of currency of technical competencies in the skills inventory. - Monitor and ensure the e-recruitment system roster is updated to ensure ready availability of vetted candidates with corresponding profiles to the advertised prospective jobs are included, in the active database of TCB roster of experts. - Classify roster candidates by skill code and availability to facilitate rapid deployment whenever required. - Support the process of developing the Section’s recruitment outreach programmes to attract potential experts in the field. - Update the roster with lists of candidates recommended as well qualified during interviews. - Undertake research and conduct searches for reference material, whenever necessary. - Verify for accuracy and register details of endorsed/selected candidates register in Agresso.

Function 4 (incl. Expected results) Supports the process of selecting candidates matching the staffing requirements of the TC projects achieving results such as: - 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. - Search roster to identify potential candidates for the long list and forward to the Field Recruitment Officer for review and validation; - Draft emails/letters to solicit potential applicants from governments and other aviation-related entities and support hiring managers during the initial assessment of candidates. - Confirm interest and availability of applicants under consideration, review and validate consistency of information presented in the applications of short listed candidates before submission to technical evaluators for endorsement and recommendation for selection. - Update templates; verify accuracy of information contained in the compiled documentation and correspondence to selected candidates. - Coordinate with the Business Support Section (BSS) on budgetary questions related to day-to-day post management; - Prepare budgets and provide supporting documents, including background materials for presentation to the C/FPS for approval; - Prepare and submit the necessary documentation including nomination letters to host governments, other contracting organizations to facilitate the process of final selection of experts. - Coordinate the submission of requests to obtain release of government-employed personnel from National Civil Aviation Authorities. - Coordinate the timely completion of all pre-recruitment procedures by ensuring offers of employment to approved candidates are properly communicated; remuneration packages offered are aligned to the approved grading levels and the classification of the duty station; requests for security certificates and medical clearance are done.

Function 5 (incl. Expected results) Monitors and facilitates timely implementation of recruitment and updates the statistical reports on the status of recruitment of field personnel, achieving results such as: - Prepare periodic statistical reports on the status of on-going and completed recruitment requests, for tracking operational performance and preparation of management/oversight reports. - Update and maintain a reporting system for registering all recruitment requirements, align and prioritize the recruitment requests received from FOS, PRO, GAT Sections on a first come, first serve basis. - Use ICAO ERP systems to generate recruitment data analytics to inform management on the performance of TCB projects in key areas such as gender, diversity of technical specialization, geographical distribution, including any other indicators contributing to the performance of projects.

Function 6 (incl. Expected results) Provides guidance and support to the Field Recruitment Assistants/Interns, staff members and other Bureau Staff from Field Operations Section (FOS), Technical Support Unit (TSU) and Global Aviation Training (GAT) respectively, achieving results such as: - Continuously monitoring and providing process guidance administrative /technical support and follow-up on actions taken by Section and Bureau staff engaged in the recruitment process. - Closely coordinate with Field Recruitment Assistants to ensure workflows are closed and recruitment checklists finalized, immediately after recruitment selection activities are completed against job requisitions. - Review, validate and ensure accuracy of all relevant documentation related to the turnover and transfer of the file of the selected candidates to Field Personnel Administration Unit (FPA) for deployment. - Recommend actions, train colleagues and allocate work based on priority actions. - Liaise with various TCB sections to provide technical analysis, advice and support on initiation of the recruitment process.

Function 7 (incl. Expected results) Initiates enhancement to the E-Recruiter System, monitors and facilitates updates of the roster for TCB Field Experts achieving results such as: - Act as super user to the electronic recruitment system (E-Recruiter), accomplishing advanced administer tasks, such as workflow configuration, updating email templates, loading standard E-Recruiter documents, producing management reports, liaising with Agresso super user for application issue support and performing database searches. - Recommend implementation of the new features for incorporation in to the E-recruiter system in order to improve the user experience, contribute to the development and maintenance of the system and applications. - Guide internal and external users including line managers on how to navigate the E-recruiter system through training sessions/workshops, provide timely response to user queries through trouble shooting technical issues and problem solving. . - Liaise with focal points in FOS, TSU, GAT, BSS and Regional Offices, ensuring adherence to rules and regulations, including answering queries related to recruitment budgets, policies and procedures. - Oversee the maintenance of posts for advertisement in the ICAO/ TCB employment website, monitor website inquiries and manage web traffic. - Support and participate in candidate outreach activities, including the use of social media platforms such as LinkedIn. - Liaise with the Bureau of Administration and Services, HR/RCP & HR/SEA for exchange of roster candidates.

Function 8 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: Proven ability to conduct recruitment of personnel from diverse geographical locations. S/He should demonstrate mastery in application of principles governing recruitment of international experts, fairness, observing deadlines, ensuring timely delivery on assigned roles, focus on quality and maintain accuracy in work output. Knowledge of civil aviation occupational and technical terminologies and classification of skill codes. Ability to apply industry best practices in recruitment. 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.

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.

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.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education - Completion of High school diploma or equivalent is required. - A first level university degree in administration, human resources or related fields is desirable.

Job - Specific Qualification - Additional training or certification in human resources, business administration or related field is required.

Work Experience - A minimum of 6 years of administrative experience, five of which must have been gained in human resources or related field is required.

• Proven experience in the use of modern information and communication technology for the processing and management of data is required.

• Experience in the use of an automated e-recruitment system and integrated HR information management systems is required.

• Experience working with United Nations policies, rules and procedures is required.

• Experience in recruitment, preparation of candidate assessment files and organizing interview sessions is required.

• Proven experience with data collection, collation and analysis of HR statistics for reporting is required.

• Experience in improving recruitment processes and methods for efficiency and effectiveness, while adhering to quality and productivity standards will be an added advantage is required.

• At least 5 years’ experience gained from an international organization or within the UN Common System, international Organization or Government is required.

• Experience as a focal point and providing user support on E-recruiter and/or ERP systems is desirable.

• Experience in recruitment of technical personnel in a national, regional civil aviation authority/bodies or international organization is desirable.

  Languages - Fluent reading, writing and speaking abilities in English is required.

  • A working knowledge of any 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 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 on a fixed-term basis for an initial period of three (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 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: G-6 Net Base Salary per annum: 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.