The Bureau of Administration and Services (ADB} plays a lead role in the efficient and effective administrative management of the Organization by ensuring the provision of high-quality physical and human resources, applying the highest standards of work ethics and conduct, and using results-based management skills and tools to support the Organization in implementing its Strategic Objectives.

The Human Resources Branch spearheads strategic projects and initiatives for People and Culture transformation through the People First strategy. This strategy supports key initiatives related to People Growth, Organizational Effectiveness, and the Employee Experience – enhancing organizational agility, fostering a positive culture, and elevating employee engagement.

The Talent and Organizational Development function leads and supports initiatives related to talent mobility, career development, employee engagement, workforce planning, and organizational effectiveness. The portfolio is at the centre of ICAO’s current people transformation agenda and operates in a dynamic, project-oriented environment.

Under the supervision of the Human Resources Specialist (Talent and Organizational Development}, the Human Resources Associate contributes actively to the delivery and continuous improvement of the Talent and OD portfolio by providing high-quality coordination, implementation support, stakeholder follow-up, and well-structured outputs across a broad range of HR initiatives.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Talent Mobility and Career Development: support the implementation of talent mobility and career development initiatives, achieving results such as:

Support the implementation of the Talent Mobility framework, including mobility pathways, pilots, policy development, and related processes.

Assist in the delivery of career development programmes, including the Career Inspire Series, mentoring programme, career consultations, career development resources and tools, and career development events.

Contribute to the talent mobility compendium planning, including data preparation, scheduling, and coordination with stakeholders.

Maintain internal tools and tracking mechanisms providing visibility of mobility opportunities and talent pool status.

Obtain and analyze participant feedback for programme evaluation and continuous improvement.

Function 2 (incl. Expected results)

Employee Engagement: support employee engagement initiatives, achieving results such as:

Support implementation of employee engagement surveys, focus groups, and engagement initiatives, including logistics, facilitation support, and documentation.

Prepare concise records of discussion, action points, briefing notes, presentations and communication materials.

Maintain action-planning and implementation trackers, monitor progress, and follow up with focal points on pending actions.

Support communication and coordination with Bureaus, Offices and Regional Offices during engagement action planning and implementation.

Consolidate inputs, identify gaps or delays, and bring issues requiring escalation to the attention of the supervisor.

Support the preparation, publication and communication of engagement results and related materials.

Function 3 (incl. Expected results)

Employee Recognition: supports the implementation and administration of the Organization’s award and recognition programmes, achieving results such as:

Maintain and update the tracking tools for nominations, approvals, decisions, and follow-up actions.

Review and verify eligibility and background information in accordance with established guidelines.

Coordinate documentation and communications with the Award Committee and relevant stakeholders.

Prepare certificates, recognition materials and related correspondence in a timely and accurate manner.

Support the administration and promotion of the recognition platform and related communication efforts across the Organization.

Coordinate with suppliers and relevant administrative units regarding recognition items and materials, including updates or redesign as required.

Contribute to improvements in nomination and follow-up processes in line with approved frameworks and guidelines.

Function 4 (incl. Expected results)

Workforce Insight: support workforce insights, surveys and reporting activities, achieving results such as:

Collect, compile and organize information related to workforce planning, talent management and organizational development activities.

Prepare summaries and reports on programme implementation and status.

Support survey administration, follow-up and documentation of results.

Assist in the preparation of workforce reports for Governing Bodies; coordinate translation and timely publication.

Undertake research on HR practices and benchmarks across UN Common System organizations and comparable international institutions.

Function 5 (incl. Expected results)

HR Operational Effectiveness: Provides coordinated operational support for the implementation of talent and organizational development initiatives in compliance with ICAO rules, regulations and HR policies and guidelines, achieving results such as:

Provide operational support across the Talent and Organizational Development portfolio, helping translate planned activities into well-organized and timely implementation.

Process and follow through on vendor records, purchase requisitions, purchase orders, receipts and related transactions in the enterprise system such as Quantum HCM.

Liaise with relevant administrative units on procurement and tender-related matters, ensuring timely processing, proper documentation and compliance with established procedures.

Maintain and monitor financial, implementation and activity trackers, ensuring that information is accurate, current and usable for planning, follow-up and reporting purposes.

Coordinate timelines, meetings, deliverables and follow-up actions across multiple workstreams, and proactively flag delays, gaps or issues requiring attention.

Prepare implementation updates, summaries and status reports for supervisor review, highlighting progress, pending actions and issues requiring follow-up.

Draft and format clear, professional correspondence, briefing materials and internal communications in support of Talent and Organizational Development activities.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

High school diploma or equivalent is required.

Desirable

A Diploma of college studies (DEC) or a first-level university degree (Bachelor’s or equivalent) in human resources, business administration, public administration, organizational psychology or a related field.

Professional certification in HR (e.g. CHRP, SHRM-CP, CIPD) or organizational development.

Professional experience

Essential

A minimum of six (6) years of progressively responsible experience in human resources management or a related administrative field, within an international organization, Government or any large public sector organization.

Demonstrated experience supporting the design, implementation, or administration of HR programmes or initiatives, such as employee engagement, recognition, career development, talent mobility or workforce planning.

Experience coordinating activities, managing timelines and following through on deliverables across multiple stakeholders and organizational units.

Desirable

Demonstrated capacity to learn quickly, take initiative within assigned responsibilities, and contribute to continuous improvement of HR programmes and processes.

Experience using enterprise systems and HR information system.

Experience with UN Common System HR practices, inter-agency surveys or governing body reporting.

Languages

Essential

Fluent reading, writing and speaking abilities in English.

Desirable

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

Competencies

Professionalism: Tact, discretion and sound judgment when handling sensitive HR-related information. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Strong proficiency in MS Office applications, particularly Excel, Word and PowerPoint.

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.

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.

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.

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.

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.

Remuneration: Level Net Base Salary
per annum

G-6

CAD 58,962

How To Apply

Interested candidates must complete an on-line application form. To apply, please visit ICAO’s e-Recruitment website at: Careers (icao.int)

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.