Associate Human Resources Officer

The Organizational Setting

The post of Associate Human Resources Officer is located in the Human Resources Branch, at the International Civil Aviation Organization (ICAO). The incumbent will play a critical role in the overall management of the HR work programme, including coordination of planning activities and implementation of major HR initiatives. The incumbent will provide substantive support in the preparation of HR papers and reports for presentation to senior management, the ICAO Governing Council and its Committees; replies to surveys and questions from a range of other UN and international bodies; activities related to external and internal audits; a variety of planned HR projects; and research, review, analysis and consolidation of information on designated HR topics. 

The Associate Human Resources Officer will also provide substantive support, and contribute to the implementation of the ICAO People Strategy, the digital transformation strategy, as well as other change management initiatives.

The Associate Human Resources Officer reports directly to the Deputy Director, Human Resources (DD/ADB-HR), with whom s/he consults on complex, highly sensitive, or confidential matters, specific assignments or projects. S/He works with minimal supervision on regular assignments, identifying work priorities and appropriate approaches by way of approved work plans.

Major duties and Responsibilities 

Function 1 (incl. Expected results)

Coordinates the planning and effective implementation of major HR initiatives and projects, achieving results such as:

•      Contribute to the management and evolution of a variety of projects aligned with the wider HR programme, in compliance with ICAO standards and procedures.

•      Provide guidance and support for implementation of HR strategies and liaise with HR sections/units to ensure a harmonized programme approach.

•      Participate in the design and development of select HR projects and initiatives.

•      Support the ICAO People Strategy, digital transformation strategy, and other change management initiatives and projects, and contribute to their implementation.

•      Contribute to the preparation of accurate and timely reporting on HR activities to enable informed decision making and consistency of information presented to stakeholders.

•      Monitor new and ongoing projects through their lifecycle in order to track their performance and flag potential risks to desired outcomes.

•      Contribute to the development of information tools, materials for HR sensitization initiatives, e.g. HR Talk Shop, HR Newsletter, etc.

•      Create, gather and consolidate content for the monthly HR Newsletter and ensure timely dissemination to ICAO staff.

•      Support the capacity building of ICAO staff on HR-related topics/needs by contributing to the preparation of training materials.

•      Contribute to the roll- out of HR initiatives through the preparation and dissemination of communication materials, guidelines, presentations and other related documentation.

•      Facilitate/Contribute to effective liaison and participation with counterparts in other UN common system and international organizations on change management initiatives.

Function 2 (incl. Expected results)

Provides advice and substantive support to the overall execution of work in the HR Branch, achieving results such as:

•      Provide inputs for the formulation of the Business Plan and Operating Plans; provide pertinent information and data to business owners in line with HR objectives.

•      Support the revision and analysis of HR plans, mid-year and year-end reports to ensure quality assurance and compliance with established policies, guidelines, procedures and standards.

•      Provide substantive support in the formulation of key performance indicators and on the interpretation of activities/services scheduled in the HR Operating Plans and other instruments, e.g. ICAO’s Strategic Objectives. 

•      Draft HR work plans, as required, and propose adjustments, or new approaches, methods or practices.

•      Conduct in-depth review, research and analysis and prepare findings and recommendations on HR related matters.

•      Review and provide recommendations/insights on MoUs and Agreements entered into with business partners.

•      Participate in the development of training workshops, seminars, etc.; participate in, and make presentations on, assigned topics/activities.

•      Keep abreast of the work programme of relevant Boards, Committees, coordinate meetings on HR matters.

•      Support ongoing HR partnerships and collaborative working relationships with UN system or other international organizations.

•      Review documentation from HR sections/functional areas; and propose substantive inputs for the work programme of the Council and its subsidiary bodies.

Function 3 (incl. Expected results)

Coordinate the overall preparation of HR-related working papers, briefs, reports, speaking notes, etc. for the Assembly, the Council and its subsidiary bodies, achieving results such as: 

•      Coordinate the timely preparation, scheduling and submission of working papers and reports to the Council and monitor progress to ensure timely issuance of documentation.

•      Coordinate the preparation of HR papers for presentation to the Council and its Committees.

•      Participate in follow-up actions resulting from the deliberations of the Assembly, Council and subsidiary bodies.

•      Research various data sources and prepare standard, analytical and ad hoc reports and statistics to inform decision‐making.

•      Contribute to the preparation of various written outputs, e.g. draft background papers, analytical notes, sections of reports and studies, inputs to publications, etc., related to HR issues.

•      Contribute to the preparation of briefing notes, provide inputs to speeches on topics under review HR management

•      Keep abreast of developments and best practices in human resources in other UN common system Organizations, international organizations, public and private sectors.

•      Consolidate statistics from all HR functional areas for presentation to management.

Function 4 (incl. Expected results)

Conducts wide-ranging research on relevant HR topics, and critical review and analysis of information, systems, processes, tools to support decision-making, achieving results such as:

•      Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with HR rules and regulations.

•      Collect, evaluate, and analyse data and qualitative information on HR matters and strategies; highlight emerging trends and issues 

•      Prepare analytical content for inclusion in information/working papers and/or briefs/reports for the ICAO Council and its subsidiary bodies such as the Committee on Governance (COG) and Finance Committee (FIC).

•      Research and analyse a range of data sources and compile regular, analytical and ad hoc information, and provide sound recommendations on HR matters.

•      Research, analyse and evaluate adequacy of existing HR information and document management tools; participate in the creation and maintenance of accurate and accessible electronic information resources, records and reference tools.

•      Carry out research on selected aspects of HR programme activities; collect, analyse and present statistical data and other information gathered from diverse sources.

•      Conduct research on HR strategies, policies and best practices in the public and private sector, and in other UN common system organizations; research and present data regarding ICSC decisions.

Function 5 (incl. Expected results)

Drafts, coordinates and consolidates timely and appropriate responses to audit queries, survey questions on HR matters, achieving results such as:

•      Coordinate/Facilitate the conduct of internal and external audits and related activities.

•      Propose and draft responses to agreed internal and external audit and evaluation recommendations

•      Follow up on Action Plans to implement agreed recommendations arising from audits conducted.

•      Draft/coordinate replies to surveys originating from the International Civil Service Commission (ICSC), the UN System Chief Executives Board for Coordination (CEB), (Joint Inspection Unit (JIU), and other UN common system bodies.

•      Draft responses to questions from the ICSC on specific HR topics.

•      Participate in survey initiatives; assist in the design and issue of data collection tools; review, analyse and interpret responses, identify problems/issues and draft preliminary conclusions.

Function 6 (incl. Expected results)

Performs other related duties, as assigned. Qualifications and Experience

Education

Essential

•      A first-level university degree in human resources management, public or business administration, social sciences, project management, administration, or in a related field, is required.

Professional experience                              

Essential

•      A minimum of three (3) years of relevant experience in human resources management, human resources development, business or public administration, project/programme management, administration, social sciences, or in a related area, is required.

•      Experience preparing reports, policy papers, briefing notes or talking points on HR-related issues, is required.

•      Experience in the review and analysis of information documents for senior management and governing bodies, is required.

•      Experience in dealing with sensitive and confidential matters, is required.

•      Experience with Enterprise Resource Planning systems, is required.

Desirable

•      Experience in an international organization, the United Nations system, a government, or public sector, is desirable.

•      Experience in providing administrative and management support to executives and/or senior government officials, is desirable.

•      Project planning/project management experience, is desirable.

Languages

Essential

•      Fluent reading, writing and speaking abilities in English, is required.

Desirable

•      A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish), is desirable.

Professionalism: Good knowledge of human resources rules and procedures; ability to apply knowledge of various organizational rules and regulations in work situations; critical analysis and research skills; robust conceptual and evaluative skills; ability to identify issues, formulate opinions, draw conclusions, and make recommendations to resolve issues identified; familiarity with protocol procedures; ability to handle sensitive and confidential matters with tact and discretion; strong report writing skills; good knowledge of computer systems and software for office use. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject; 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.

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: Ability to interact with senior officials and government representatives in a multinational work environment;  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.

Accountability: Tasks 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. 

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

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 1 year, first year is probationary.

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, in accordance with the provisions of the ICAO service code.

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.

(*) Post Adjustment is subject to change.