Head, Field Personnel Administration and Entitlements Unit, Montréal, Canada
Closing Date: Thursday, 13 March 2014
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POSITION INFORMATION
Post Title: Head, Field Personnel Administration and Entitlements Unit
Level: P-4
Duty Station: Montréal
Vacancy Notice: 2014/08/P 103759
Deadline for applications: 13 March 2014
Date for entry on duty: After 13 March 2014
THE ORGANIZATIONAL SETTING
The Head, Field Personnel Administration and Entitlements Unit (FPA) of the Field Personnel Section (FPS) determines and administers the conditions of services of Technical Co-operation Bureau Field Project staff, experts and consultants recruited against Project Funds, in accordance with the provision of the Field Services Staff Rules and the Technical Co-operation Bureau (TCB) Personnel Instructions Manual as well as other United Nations (UN) Common System Administrative recommendations and decisions. The Head, Field Personnel Administration and Entitlements Unit reports to the Chief, Field Personnel Section (C/FPS) of TCB. The incumbent supervises all Professional and General Services staff of the Unit.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Manages Field Personnel, Experts and staff, achieving results such as:
- Administer all field personnel matters associated with contractual arrangements of ICAO project personnel, from appointment until separation from service which includes, inter alia, the provision of support and guidance to FPA staff on interpretation of Field Service Staff Rules and Personnel Instructions related to salary and allowance, leave, education grant, travel, pension, compensation for illness, injury, loss of personnel effects, appointments, promotions, transfer, secondment, extensions, separation, retainer contracts, shortening of contracts, accident and medical insurance, immigration documentation, releases and other related matters.
- Validate, review for accuracy and certify documents of authorization of payment of salary, allowances and miscellaneous entitlements based on hardship mobility.
- Study, analyse and prepare reports on matters relating to conditions of service for international and locally recruited professional project staff, experts and locally recruited staff, National Officers, and General Service category, with particular reference to recommendations and decisions of the Consultative Committee on Administrative Questions (CCAQ), International Civil Service Commission (ICSC), Administrative Committee on Coordination (ACC), United Nations Department of Safety and Security (UNDSS) and other Inter-Agency bodies.
- Plan and direct the implementation and maintenance of appropriate system for the retrieval of staff data required for regular and adhoc statistical reports.
Manages the performance of the staff of the Unit (FPA), achieving results such as:
- Supervise and direct the activities of FPA staff to ensure orderly, timely and reliable administration of conditions of service of field personnel.
- Ensure that commitments with respect to Technical Co-Operation experts are correct, as far as remuneration and related benefits and entitlements are concerned, and in accordance with the applicable regulations, rules, practices and procedures.
- Draft instructions for Field Services staff and other directives relating to salary and allowances, pension, compensation and other salary entitlements, including salary upgrading.
- Develop and implement a comprehensive evaluation report including questionnaire for Project Coordinators and field staff at large.
- Ensure regular follow-up on and timely completion of the PACE reports of FPA staff.
- Advise staff assigned to FPA on learning opportunities as well as providing coaching as required.
Coordinates with the other Sections in TCB, achieving results such as:
- Ensure maintenance of rulings and precedents for future reference and application in staff benefits administration.
- Participate in the preparation of correspondence informing and/or instructing individual field staff and Field Project Managers on policy, rules, practice and procedures as they relate to appointments, transfer, separation and benefits.
- Plan, analyse and address procedural and operational problems related to field personnel as they occur and verify the accuracy of contracts prepared for field service experts.
- In coordination with the Field Operations Section (FOS), brief staff on entitlements and benefits and process implementation of their entitlements and benefits.
- In coordination with FOS and the Procurement Section (PRO), manage the separation of field experts.
- Coordinate with FOS and PRO the Performance Evaluation Report for field personnel.
- Oversee medical evacuations of staff members on mission, experts assigned to projects as well as oversee repatriation of any deceased staff member and /or their eligible dependents.
- Assist in the recruitment of General Service staff contracted under projects.
- Prepare annual reports and ensure that the staffing table for Project staff is being updated.
- Plan to revise and harmonize the use of Individual Contracts, Special Service Agreements (SSA), International Organization for Standardization (ISO) and AGRESSO system in TCB.
Leads and manages Field Personnel Action Systems, achieving results such as:
- Supervise the activities relating to the Personnel Action Systems on appointments, including verification of documents to substantiate entitlements, introduction of employee to payroll system by authorization of salary and allowances in accordance with terms of contracts and pension fund, if applicable, verify banking instructions and currencies requested in relevant countries, supervise processes of allowance hospitality, non-removal hardship, dependency, post adjustment and daily subsistence allowance, assignment grant relevant to duty station, process applications for rental subsidy/deductions, calculation, and reconciliation of operational assistance (OPAS) stipend, validation, restoration and entry into United Nations Joint Staff Pension Fund.
- Ensure the timely preparation of statistical data of Technical Co-operation field staff for management purposes.
- Coordinate common system surveys on conditions of service in coordination with Human Resources.
- Propose revision of Cooperative Development of Operational Safety and Continuing Airworthiness Programme (COSCAP) local salary scale, upon request from Member State.
Leads, supervises and manages the Quality Management System (ISO 9001 -2208) in FPA, achieving results such as:
- Plan and participate in the development and implementation of the processes and procedures for the ISO 9001 – 2008 implementation and certification of FPS.
- Prepare FPA for the ISO audits and maintain the ISO certification on a yearly basis.
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Education al background An advanced level university degree (Masters' degree or equivalent, which should be substantiated by the applicant) in Human Resource Management, Business Administration or Social Sciences or in a related field, is required.
Professional experience and knowledge - Essential
- Considerable experience (preferably ten years) in Human Resources Management, staff administration and field personnel, including a minimum of three years within the United Nations Common System, or International Organization.
- Demonstrated professional competence in the delivery of effective administration of staff entitlements and benefits.
- Skills and experience should be particularly strong in the case of analysis, discipline procedures, planning and organization.
- Strong communication skills - both written and verbal.
- Knowledge of best practices of UN Common System, and ability to interpret and apply Field Services Staff Rules and Regulations, Field Personnel Instruction Manual. Experience in using contemporary enterprise resource planning (ERP) systems as well as other electronic systems and applications is an asset.
Fluent reading, writing and speaking abilities in English are essential.
A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish) is an asset.
Competencies
Client Orientation: The willingness and ability to see things from the clients' perspective, anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
Communication: The ability to convey oral and written communication clearly and concisely; listening to understand, and asking questions to verify understanding.
Creativity: The willingness and ability to develop new ideas, improve existing processes, and thinking 'outside of the box'.
Leadership: The person is in a role where serving as a role-model, translating vision to results, developing strategies; gaining support and driving for improvement are valued.
Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
Technological awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology, and actively seek to apply and learn about new technology.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three 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 2001 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 1990 is 62 and 65 after 1 January 2014.
For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: Level P-4 Rate Single Dependency (*) Post Adjustment is subject to change. Net Base Salary per annum USD 67,611 USD 72,605 + Post Adjustment (net) per annum(*) USD 35,225 USD 37,827
HOW TO APPLY
Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int.
NOTICE TO CANDIDATES
ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.
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