The Staff Employment and Administration Section (SEA) is dedicated to operational aspects of Human Resources management and service, such as contract management, entitlement administration, separation handling and servicing retirees.

The incumbent reports directly to the Chief SEA who is responsible for assigning tasks, deciding on priorities and facilitating administrative tasks to facilitate protocol and physical and digital records management responsibilities.

Provides all administrative support to the section, achieving results such as:

• Comprehensive administrative support to the Office of Chief SEA on matters related to Protocol and electronic records management.
• Collect, review and sort incoming and outgoing mail and other requests for information or action in common inboxes and appropriate distribution to these items
• Timely provision of background information related to Protocol and digital filing requiring the Chief’s attention
• Draft, type, format correspondence, documentation and other written material
• Efficient maintenance and update of the digital and electronic filing systems, including preparation of confidential records due for archiving.
• Arrange meetings for the Section, appropriate minute-taking
• Maintain the Leave Plan of staff of the Section.
• Efficient screening, coordination and scheduling of meeting requests with Chief SEA; maintain electronic calendars; receive visitors.
• Assistance in travel arrangements for Chief SEA’s participation at meetings away from Headquarters.
• Submit requisitions for payment for external suppliers, answer queries and take necessary follow-up action to ensure timely payment.
• Maintain and control access to the Confidential Filing Room. Log files in and out and ensure the safe-keeping and tracking of files at all times.
• Review on a daily basis the SEA and Protocol in-box for incoming mail and distribute to appropriate staff for action.
• Serve as back-up to the Human Resources Assistants (registry and Records).

Generates statistical reports on geographic distribution for country status, drafts replies to all Notes Verbal’s requesting statistical information staff and on applications, achieving results such as:

• Accurate generation of statistics from the available databases on geographic distribution for the country status report,
• Regular compilation of statistical data on services delivered by the Section and for management and reporting purposes, including statistics for UNDSS in connection with the Malicious Acts Insurance Policy.

Supports contract administration activities, achieving results such as:

• Client –oriented guidance on the use of templates for the preparation of “To Whom It May Concern” (TWIMC) letters in English and French and production of letters when required.
• Accurate verification of employment and salary information of received TWIMC letters
• Appropriate processing and receipt of approvals for TWIMC letters.

Arranges for the accreditation of new recruits and other contract holders, achieving results such as:

• Liaison with necessary government officials in order to achieve timely issuance, renewal and cancellation of diplomatic and official acceptances and ID cards for all eligible staff.
• Timely processing and follow up on the issuance, extension, amendment or cancellation of United Nations Laissez Passers (UNLPs) for staff members at Headquarters and in the Regional Offices.
• Take appropriate arrangements for entry visas for staff and their dependants on appointment; liaise with the appropriate Visa Office(s) and arrange for the issuance of relevant letters for specialized licenses, school attestation,  Diplomatic number plates, including driver’s licenses.
• Appropriate response to queries from government officials and solution of problem cases regarding visa and protocol issues.
• Correct preparation of all forms and correspondence in relation to obtaining accreditation for new staff members, SSA contract holders and seconded experts and their dependants, for submission to the Department of Foreign Affairs in Ottawa and Protocol Quebec;
• Regular maintenance and updating of HR database on acceptances and appropriate follow-up with ICAO Officials.

Supports document management activities, achieving results such as:

• Draft replies to all Note Verbales requesting statistical information on staff or information related to applications.
• Assist in the preparation of working papers, reports and presentations on HR related issues.

1. Performs other related duties, as assigned.

Essential

High school Diploma is required.

Desirable

Additional training or certification in Administration, Marketing, Public relations, Human Resources, Business Administration, or Related Field.

Essential

• A minimum of 5 years administrative experience in human resources or related field.
• Proven experience in managing and maintaining filing systems.
• Proven Experience in marketing, Public Relations or Protocol related matters.
• Experience in the application of staff rules and regulations.

Desirable

• Work experience within an international organization or a government.

Essential

Fluent reading, writing and speaking abilities in English and French.

Desirable

A working knowledge of any of the following languages of the Organization (Arabic, Chinese, Russian, Spanish).

• Professionalism: Ability to perform a broad range of administrative functions, e.g., human resources, database management, etc.; A broad knowledge of different Human Resources related areas, such as contractual arrangements, employment, entitlement administration, etc.  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.
• Accountability: Takes ownership of all responsibilities and honors 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.
• Planning & 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.
• 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.

It should be noted that this is on-going consultancy is to be filled for an initial period of 12 months with a possibility of an extension. This is a full-time position.

Please note that the daily rate for Band A varies from CA$186 to $248.

Interested candidates must complete an on-line application form. To apply, please visit ICAO’s e-Recruitment website at: https://careers-new.icao.int/ .

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.