HR Associate

HR Associate (Recruitment, Classification and Post Management) Montreal, QC, Canada Job Description 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. ICAO Core Values: Integrity, Professionalism, Respect for Diversity. THE ORGANIZATIONAL SETTING The post of Human Resources Associate is located in the Recruitment, Classification and Post Management Section (RCP), within the Human Resources Branch. The incumbent will play an important role in the coordination and implementation of recruitment activities for various Bureaus/Offices at ICAO Headquarters and Regional Offices. The incumbent will also be responsible for processing of job classification and post management requests. The HR Associate usually reports to the Chief of the Section or to an HR Specialist responsible for recruitment activities across the Organization. MAJOR DUTIES AND RESPONSIBILITIES Function1 (incl. Expected results) Coordinates, organizes and participates in the recruitment and selection process for all categories of staff, to facilitate the filling of vacancies within target timelines achieving results such as: Plan, organize and conduct the recruitment process for fixed-term positions in the Professional and General Services categories conducting quality control checks throughout the entire recruitment process, ensuring adherence to the appropriate policies, rules, and regulations, and flag any deviations. Coordinate recruitment processes for Director-level posts (D-1 and D-2); and contributes to the preparation of related documentation for approval by the Secretary General and presentation to the Human Resources Committee of the ICAO Governing Council. Prepare, review, and publish Job Openings in Inspira, on ICAO’s employment page, the Council website, LinkedIn, etc. Guide hiring managers (HMs) in the preparation of screening questions to facilitate the identification of candidates who meet eligibility criteria and post requirements. Participate in the selection of candidates, including vetting of the pre-screening process, evaluating applications meeting post requirements, reviewing HM-proposed short lists of candidates, and validating against the post requirements. Guide HMs in the preparation of written tests and interview questions; review test and interview questions in advance; propose changes to ensure consistency in approach and adherence to guidelines; provide relevant advice, and flag any irregularities to the supervisor. Plan, coordinate and administer written tests, ensuring confidentiality, objective assessment and appropriate follow-up. Organize and schedule interviews and/or assist HMs in scheduling, preparing for, and conducting interviews. Assist in the preparation of submissions to the relevant compliance review bodies (e.g. Appointments and Promotions Boards). Plan and manage the recruitment workflow with the highest degree of discretion and confidentiality. Manage correspondence with candidates, HMs and HR Focal Points throughout the entire recruitment process; draft official replies to queries on the recruitment process. Initiate and follow up on reference checks, academic verifications, medical clearance, and any other onboarding steps required for the completion of pre‑employment formalities in respect of recommended candidates. Make recommendations on determination of step on initial appointment, taking into account applicable Staff Rules and associated practices or guidelines. Coordinate the conduct of integrity and security background checks for selected candidates. Oversee the maintenance of vacancy notice files and track their status. Function 2 (incl. Expected results) Provides guidance, advice and support to Hiring Managers on recruitment procedures and processes; provides first-level support on the ICAO recruitment system and the UN online examinations and testing platform, achieving results such as: Continually monitor and provide process guidance, administrative/technical support, and follow up on actions taken by Hiring Managers and senior management engaged in the recruitment process. Provide first-level business support and continuing guidance and advice for the UN Inspira recruitment system and the UN online examinations and testing platform; independently resolve or upscale any related issues. Provide training to Hiring Managers and panel members on the use of the UN online examinations and testing platform, for the purpose of conducting and evaluating written exams. Partner with Hiring Managers to develop and agree on a recruitment strategy, an outreach plan, and appropriate timelines for each recruitment process. Monitor and follow up on agreed strategies and plans to ensure timely filling of posts; ensure that remedial action is taken, as required. Conduct quality control by reviewing, validating and ensuring accuracy of all relevant documentation. Clarify and/or communicate written instructions or guidelines, consistent with the Organization’s regulatory framework and recruitment procedures that will assist HMs in the timely completion of the recruitment process in an ethical, fair and transparent manner. Follow up on any pending recruitment cases, and flag bottlenecks and delays to the supervisor. Function 3 (incl. Expected results) Serves as ex-officio member of interview panels for all categories of posts, achieving results such as: Advise Hiring Managers on applicable procedures for composition of interview panels; review proposals for panel composition and make recommendations for adjustments as needed, in order to better meet objectivity and diversity considerations; assess the potential for conflict of interest and make recommendations for remedial action, as required. Advise and guide panel members throughout the preparation for and conduct of interviews and other assessments. Participate in, or oversee, the interview process to ensure objective and fair treatment of all candidates. Advise Hiring Managers on the preparation of selection reports and related documentation, for review and endorsement by the respective interview panels and compliance review bodies (e.g. Appointment and Promotion Boards). Flag any deviations and advise the supervisor, as necessary. Function 4 (incl. Expected results) Coordinates job classification and post management activities, achieving results such as: Process job classification requests from Bureaus/Offices at HQ and Regional Offices, including preliminary review and quality control of job descriptions submitted for classification review. Coordinate classification review processes with the UN/OneHR Global Centre or similar UN common system entity, and handle the necessary organizational approval processes. Ensure quality control and verification of classification recommendations received from the UN common system entity. Provide guidance to hiring managers on the preparation of job descriptions, and the application of classification policies and procedures. Handle post management activities, including regular review of posts and staffing reports. Process post management activities in the Organization’s ERP system in a timely manner. Function 5 (incl. Expected results) Contributes to the preparation of recruitment reports, and provides input into process review and optimization in the area of recruitment and staffing, achieving results such as: Prepare statistics and collaborate in drafting reports or inputs on recruitment matters to support management decision-making. Maintain recruitment records in the online recruitment system; extract data and prepare statistics and periodic reports for planning and analytical purposes and for management review. Review recruitment reports and workflows; identify solutions and recommend areas for streamlining and improvement to the recruitment system, procedures and processes, including the optimal application of tools to maximize the benefits of the recruitment and testing systems. Provide input into policy development for HR policies related to recruitment and staffing and contributes to development of related process and procedure documentation. Propose changes to current documentation and templates to simplify processes; participate actively in cross‑functional human resources projects. Function 6 (incl. Expected results) Independently executes talent outreach initiatives, achieving results such as: Actively conduct outreach activities on LinkedIn, in an effort to enhance ICAO’s visibility in a global marketplace. Independently initiate and coordinate talent outreach activities with other social media providers, in order to support ICAO’s talent acquisition strategy and diversity targets. Attend employment fairs to promote ICAO as a preferred employer. Provide administrative and logistical support in the organization of outreach and sourcing activities, job fairs, technical forums and recruitment missions including preparation, update and review of presentations, and participate, as required. Develop/maintain connections with recruitment agencies/companies to enlist support in spreading the word about ICAO’s employment opportunities. Function 7 (incl. Expected results) Performs other related duties, as assigned. QUALIFICATIONS AND EXPERIENCE Education High school diploma or equivalent education, supplemented by additional training or certification in human resources, business administration, or in a related field is required. Professional experience A minimum of six (6) years’ experience in human resources, or a related field. Experience in recruitment, candidate assessment and selection. Experience with Enterprise Resource Planning systems. Experience in the use of a modern recruitment system. Experience in job analysis and job classification. Experience in HR data analytics. Work experience in the UN system. Languages Fluent reading, writing and speaking abilities in English. A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish). COMPETENCIES Professionalism Knowledge of ICAO’s structure, procedures, rules, and regulations; Knowledge of human resources policies, procedures and practices, and ability to interpret and apply them in an organizational setting. Understanding of the HR policy framework of a large international Organization. High level of computer literacy including knowledge of HR IT systems and applications. 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 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. 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 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. Creativity Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks outside the box; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. CONDITIONS OF EMPLOYMENT 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. 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 Net Base Salary per annum G‑6 CAD 55,741 HOW TO APPLY Interested candidates must complete an on‑line application form. To apply, please visit: ICAO Careers website. 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. #J-18808-Ljbffr