Human Resources Associate

3 days ago

Québec, Canada United Nations Full time

The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to operational aspects of HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing of retirees, administration of social security and pension benefits, staff accreditation matters, and oversight of the medical clinic.
The incumbent reports directly to the HR Specialist (Staff Administration) who assigns tasks, decides on priorities and who facilitates complex technical matters.

**Responsibilities**:
Function 1 (incl. Expected results)

Prepares offers and letters of appointment and other personnel actions affecting contractual status, such as reclassification, reassignment and extension, achieving results such as:

- Timely and appropriate preparation of Letter of Offer for newly appointed staff.
- Liaison with medical team and follow-up on medical certification for newly appointed staff.
- Accurate verification and calculation of entitlements upon appointment.
- Independent briefing of all new recruits of the assigned Bureaus on benefits and entitlements.
- Regular monitoring of and follow-up on contract expiration dates and take adequate action for extension and renewal of all types of contracts.
- Alert HR Specialist (Staff Administration) on any delay and make recommendations on solution of complex cases.
- Timely processing of appointments on basis of transfers, secondment, re-assignment and other UN inter-agency exchange understandings.
- Arrange for travel of new recruits and their family members.

Function 2 (incl. Expected results)

Examines, calculates and administers all allowances and entitlements for Professional (P) and General Service (GS) staff, achieving results such as:

- Administration of various staff entitlements such as dependency allowance, education grant, education grant travel, rental subsidy, and special post allowance.
- Regular monitoring of and follow-up on renewal of entitlements, of changes in salary scale and post adjustment and take appropriate action. Draft staff notices and other documentation in order to communicate changes appropriately.
- Timely administration of salary increments due to staff and appropriate payment authorization for all allowances and entitlements.
- Review, verification and calculation of claims for education grants, of entitlement to mobility & hardship allowance and process payment.
- Recommendation as to the discontinuance of payments in order to avoid overpayment or abuse of system.
- Liaison with Finance (FIN) on all issues related to the timely and accurate payment of compensations and remunerations.
- Appropriate preparation and follow-up on documents related to payroll, benefits and entitlements and ensure accuracy of information.
- Adjustment and verification of data in electronic database with respect to allowances and entitlements.

Function 3 (incl. Expected results)

Monitors leave entitlements of staff, achieving results such as:

- Accurate calculation and processing of any type of leave entitlements.
- Draft individual memos, correspondence and other documentation with respect to leave entitlements.
- Production of statistical reports on absences and flags any issues to HR Specialist (Staff Administration).
- Verification of accuracy of data in electronic system; make recommendations to advance and increase usage of electronic system.
- Flag issues, such as long absences, unauthorized absences and other cases to HR Specialist (Entitlements & Contract Management).

Function 4 (incl. Expected results)

Administers formalities and contractual arrangements with respect to separation of staff, achieving results such as:

- Evaluation and calculation of removal estimates and other entitlements on separation.
- Obtain and follow-up on appropriate documents to substantiate claims and verify quality, completeness and accuracy of documentation provided.
- Preparation of separation checklist and clearance certificates.
- Inform appropriate persons in terms of cancellation and change of ID, UN Laissez-Passer (UNLP), visa and other identification items.

Function 5 (incl. Expected results)

Provides support, advice and guidance to staff members and HR Management in general, achieving results such as:

- Provide assistance and advice as required to staff of the assigned Bureaus. Independently brief staff on all entitlements, guide them through the necessary administrative processes, and support them in complying with administrative formalities.
- Recommend action to remind, brief and train staff in all entitlements, processes and administrative formalities.
- Provide input into the design and advancement of the management of entitlements and benefits and take initiative to continuously improve service delivery.
- Provide guidance and support to HR Focal Points in Headquarters and Regional Offic

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