Pension Operations Officer

Tags: English language human resources management Environment
  • Added Date: Friday, 06 October 2023
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Grade: P2

Vacancy no.: RAPS/5/2023/HRD/01
Publication date: 6th October 2023
Application deadline (midnight Geneva time): 6th November 2023

Job ID: 11301
Department: HRD
Organization Unit: HR/POL
Location: Geneva
Contract type: Fixed Term

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
  • External candidates.

    Staff members with at least five years of continuous service with the Office are encouraged to apply.

    Applications from candidates who have already separated from ILO service upon retirement or early retirement, will not be considered.

    The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

    The ILO welcomes applicants with experience in working within ILO constituents (governments, employersโ€™ and business membership organizations, and workersโ€™ organizations).

    Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States

    In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.

    Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.

    The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.

    Introduction

    The position is located in the Pension Unit (PENSION) of the Policy and Social Benefits Branch of the Human Resources Development Department. PENSION is responsible for the administration of the UN Joint Staff Pension Fund (UNJSPF) participation for approximately 4โ€™000 ILO staff in field offices and at headquarters, and the Special Payments Fund entitlements for former ILO staff. It advises staff members and administrative counterparts on eligibility and entitlements, ensuring that the administrative procedures and the rules and regulations of the UNJSPF are smoothly to all ILO participants. The UNJSPF is a defined benefit pension plan that consists of 25 member organizations. Under the current โ€œCAREโ€ strategy implemented since 2021, the UNJSPF aims at delivering a simplified client experience using modernized tools in partnership with member organizations.

    The position will provide client service to a number of ILO staff members in field offices and at headquarters for the administration of UNJSPF participation, while assisting in reviewing and improving daily operations and tools including IT systems, data management, and document retention, etc. The incumbent will be responsible for individual case management, calculation of entitlements, compliance with UNJSPF and ILO rules and briefing participants/beneficiaries. The incumbent will also assist the Unit head in streamlining daily operations, analysing and testing existing automated processes, interfaces and workflows, developing new system automation, verifying and correcting data.

    The position will report to the Head of the Pension Unit who serves as secretary of the ILO Staff Pension Committee and the Board of Trustees of the Special Payments Fund.

    Specific Duties

    1.Administer UNJSPF participation for ILO participants from affiliation to separation. Liaise with counterparts at the UNJSPF to secure expeditious payment of benefits. Maintain relevant digitized documents in e-files.
    2.Perform and verify estimates of benefits (retirement, early retirement, widow/er/s, children, disability, etc.). Calculate and follow up on validations, manage restorations and transfers.
    3.Reply to inquiries and organize online and face-to-face meeting with internal clients as required.
    4.Assist in performing, reviewing and streamlining interface processes to maintain secure accurate and complete data at UNJSPF. Liaise with internal and external counterparts to investigate interface errors, resolve and correct record discrepancies between the UNJSPF and ILO.
    5.Participate in data cleansing to synchronize ILO and UNSJPF database in close liaison with HRD and Payroll colleagues.
    6.Participate in the development of IT system enhancements, assist in defining and drafting functionalities, elaborate scenarios and perform tests.
    7.Assist in the review and development of tools to facilitate daily administration of UNJSPF participants (reports, comparisons of data, calculation and verification tools).
    8.Provide support in developing, adapting and updating internal communication training and briefing material and media for participants, HR counterparts based in field locations and future retirees.
    9.Act as web administrator for the PENSION intranet pages.
    10.Perform other relevant duties as assigned.

    These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

    Generic Duties

    1. Research and analyse individual cases requiring the interpretation of HR rules, regulations and established internal procedures and processes and propose action accordingly.
    2. Provide verbal and written explanations to managers and staff regarding the application of HR rules, regulations and procedures. Recommend solutions to atypical problems.
    3. Brief new officials or officials on transfer, including the development of briefing materials.
    4. Assist senior HR specialists in the preparation of papers and reports for meetings of internal and external committees by carrying out research into HR related matters, obtaining background and factual information from inside and outside the organisation, and organising and analysing HR and organisational data and statistics using computerised databases.
    5. Assist in the administration of benefits or entitlements by interpreting HR rules and regulations and determining eligibility, arranging payments and/or settling financial claims.
    6. Assist in prospecting and assessing candidates for vacancies by determining qualification requirements for vacant posts, comparing the qualifications of candidates and recommending the most suitable candidates.

      Required qualifications

      Education

      First level degree (Bachelorโ€™s or equivalent) in human resources management, business administration or other relevant field.

      Experience

      At least three years of relevant experience in administrative functions closely related to human resources operations or the administration of social benefits. Familiarity with the operational framework of the UNJSPF will be considered as an asset.

      Languages

      Excellent command of one working language (English, French, Spanish) of the Organization. Working knowledge of a second working language of the Organizaton. One of these languages must be English. Knowledge of a third working language would be considered as an asset.

      ๐Ÿ“š ๐——๐—ถ๐˜€๐—ฐ๐—ผ๐˜ƒ๐—ฒ๐—ฟ ๐—›๐—ผ๐˜„ ๐˜๐—ผ ๐—š๐—ฒ๐˜ ๐—ฎ ๐—๐—ผ๐—ฏ ๐—ถ๐—ป ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐—ถ๐—ป ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ! ๐ŸŒ๐Ÿค ๐—ฅ๐—ฒ๐—ฎ๐—ฑ ๐—ผ๐˜‚๐—ฟ ๐—ก๐—˜๐—ช ๐—ฅ๐—ฒ๐—ฐ๐—ฟ๐˜‚๐—ถ๐˜๐—บ๐—ฒ๐—ป๐˜ ๐—š๐˜‚๐—ถ๐—ฑ๐—ฒ ๐˜๐—ผ ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ ๐˜„๐—ถ๐˜๐—ต ๐˜๐—ฒ๐˜€๐˜ ๐˜€๐—ฎ๐—บ๐—ฝ๐—น๐—ฒ๐˜€ ๐—ณ๐—ผ๐—ฟ ๐—จ๐—ก๐—›๐—–๐—ฅ, ๐—ช๐—™๐—ฃ, ๐—จ๐—ก๐—œ๐—–๐—˜๐—™, ๐—จ๐—ก๐——๐—ฆ๐—ฆ, ๐—จ๐—ก๐—™๐—ฃ๐—”, ๐—œ๐—ข๐—  ๐—ฎ๐—ป๐—ฑ ๐—ผ๐˜๐—ต๐—ฒ๐—ฟ๐˜€! ๐ŸŒ

      โš ๏ธ ๐‚๐ก๐š๐ง๐ ๐ž ๐˜๐จ๐ฎ๐ซ ๐‹๐ข๐Ÿ๐ž ๐๐จ๐ฐ: ๐๐จ๐ฐ๐ž๐ซ๐Ÿ๐ฎ๐ฅ ๐“๐ž๐œ๐ก๐ง๐ข๐ช๐ฎ๐ž๐ฌ ๐ก๐จ๐ฐ ๐ญ๐จ ๐ ๐ž๐ญ ๐š ๐ฃ๐จ๐› ๐ข๐ง ๐ญ๐ก๐ž ๐”๐ง๐ข๐ญ๐ž๐ ๐๐š๐ญ๐ข๐จ๐ง๐ฌ ๐๐Ž๐–!

      Competencies

      In addition to the ILO core competencies, this position requires:

      Technical Competencies:

      Excel knowledge and use of Excel.

      Knowledge of HR principles and concepts. Familiarity with HR management within the UN system will be considered as an asset.

      Ability to analyse information, examine and reconcile discrepancies and inconsistencies, research precedents and apply pertinent regulations and policies.

      Good knowledge of automated information systems.

      Ability to communicate effectively both orally and in writing.

      Ability to present the position of the HR department to managers and staff.

      Objectivity and ability to apply HR rules and pension regulations in a fair and consistent manner.

      Behavioural Competencies
      A high degree of tact, diplomacy and discretion, and proven ability to maintain confidentiality. Ability to work on own initiative as well as a member of a team. Excellent time management skills and the ability to plan and execute assigned duties. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.

      Conditions of employment

      • Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
      • The first contract will be issued for a twenty-four month period.
      • A successful external candidate will be on probation for the first two years of assignment.
      • Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.

        For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.

        Important Information

        Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org

        Recruitment process

        Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

        Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

        Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

        The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse.
        To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.

        Fraud warning

        The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

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