Human Resources Assistant (Social Security and Pension)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 2,729 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 Staff Employment and Administration Section (SEA) is one of three Human Resources sections within the Administration and Services Bureau in ICAO. SEA is responsible for: administration of contracts (staff and non-staff personnel), contract management, administration of benefits and entitlements, management of pension and other social security entitlements, protocol related matters and oversight of the Medical Clinic and staff accreditation matters.

The Social Security and Pension Unit (SSP) is responsible for: the administration of staff benefits with respect to staff enrolment in the United Nations Joint Staff Pension Fund (UNJSPF) and all insurances, including after-service coverage; the application of review procedures for compensation claims and disability benefits; the interpretation of the provisions of the regulations, rules and pension adjustment system of the UNJSPF; the provision of advice to staff on pension entitlements and medical and after-service benefits; oversight of the ICAO Medical Clinic and liaison with the ICAO Medical Consultant(s) on occupational safety and health matters, and with the Quebec Government on matters relating to Medicare; and administration of the Employee Assistance Programme.

The incumbent reports directly to the HR Specialist (Social Security and Benefits) who assigns tasks, decides on priorities and facilitates complex technical matters on activities relating to SSP. On matters pertaining to secondment s/he reports directly to Chief, SEA and/or the HR Specialist, Staff Administration.

Responsibilities Function 1 (incl. Expected results) Provides support in the enrollment of staff in the Pension Fund, and process separation cases, including the servicing of retirees, achieving results such as: - Assist in enrolment of new recruits to the Pension Fund and maintain pension records, pension numbers, status reports (date of birth, full time employment, part-time employment, family members, marital status, death, etc.) - Assist in determining the eligibility of pension entitlements, in accordance with the Staff Rules, Service Code, and UNJSPF Rules and Regulations. - Process and record separation and benefit entitlements. - Record and file all correspondence such as Reports, Working Papers, Minutes, Staff Notices, standard form letters, and fax messages. - Inform appropriate persons/offices of terms of cancellation and change of ID, visa and other identification items. - Prepare monthly adjustment list and record electronically all changes (including new entries, deletion, change of name, duty station) - Assist in providing guidance to staff and respond to queries and requests. - May be required to prepare Minutes of meetings from time to time.

Function 2 (incl. Expected results) Facilitates administrative arrangements for Boards and Committees, achieving results such as: - Assist in organizing meetings for the Staff Pension Committee (SPC), and similar committees and gatherings. - Assist in reviewing documents, correspondence, pension entitlements and benefits for onward transmittal to the Pension Fund. - Assist in the preparation of background information to meetings. - Provide support in preparation and distribution of minutes and follow up on decisions.

Function 3 (incl. Expected results) Maintains records, filing and executes database updates, achieving results such as: - Maintain all pension and separation records and update contents accordingly. - Maintain a list of records of files kept and to be kept in the Archives and oversee the management of archived records. - Complete request for printing of documents, translations etc. - Input information on the relevant database, and generate reports and alerts.

Function 4 (incl. Expected results) Contributes to the production of documentation for the Unit, achieving results such as: - Draft staff notices with respect to separations and pension. - Assist in preparing working papers and status reports on pension, retirement and separation. - Prepare TWIMC letters upon request for retirees with respect to the duration and amount of pension contributions for income tax purposes. - Prepare Status Reports for the UN Pension Fund pertaining to changes in the staff members’ status.

Function 5 (incl. Expected results) Monitors and follows up on timely processing of disability cases, achieving results such as: - Follow up and plan dates for review of disability cases, yearly Staff Notices and other specific cases and further advise Supervisor for action - Contact ICAO Staff Pension Committee and Advisory Board on Compensation Claims, and ad-hoc Committee members to schedule meetings; and ensure that all supporting documents are presented to members in a timely manner. - Update staff members’ files and databases accordingly.

Function 6 (incl. Expected results) Provides support on the engagement of seconded staff, achieving results such as: - Draft and post State Letters, along with corresponding terms of references announcing secondment opportunities. - Monitor the receipt of nominations regarding State Letters and respond to queries from nominated candidates. - Summarize nominations received upon the deadline date along with all supporting documents. - Maintain a tracking system and statistics for state letters issued, nominations received and candidates selected for secondments.

Function 7 (incl. Expected results) Performs any other related duties, as assigned. - Provide back-up support on Medical Insurance and other insurances.

Competencies Professionalism: Knowledge of the pension system of the United Nations and of the application of Rules and Regulations of the Pension Fund. Excellent knowledge and expertise in the use of Microsoft applications, particularly Word and Excel. Knowledge of automation tools and techniques. Initiative and discretion in dealing with highly confidential material. Good planning and organizational skills. 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.

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.

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.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Education Essential: High school diploma or equivalent is required.

Desirable: Training in human resources and, in particular, on benefits and entitlements with respect to social security and pension matters is desirable.

Work Experience A minimum of five (5) years of administrative experience in human resources, or in a related field is required.

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

Work experience within an international organization or a government is desirable.

Languages Essential: Fluent reading, writing and speaking abilities in English and French.

Desirable: A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish).

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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 valid 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-5 Net Base Salary per annum CAD 40,362

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.