Field Recruitment Officer

Posting Title: Field Recruitment Officer, P3

Job Code Title: Human Resources Officer

Organization: International Civil Aviation Organization (ICAO)

Duty Station: Montreal, Canada

Posting Period: 20 June 2023 - 20 July 2023

Job Opening Number: 23-Human Resources-ICAO-212203-R-Montreal (R)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Field Recruitment Unit (FRU) is one of the two units within the Field Personnel Section (FPS) of ICAO’s Technical Cooperation Bureau. FRU is responsible for the recruitment of technical cooperation field personnel to meet project requirements, calculation of budget estimations and determination of contractual conditions, development and maintenance of the Technical Cooperation’s recruitment rosters to attract the most suitable qualified experts from all around the world. The unit also facilitates the classification of posts, negotiates conditions of employment with selected field personnel, coordinates release arrangements with the governments concerned, manages the preparation of statistical data on recruitment and facilitates the development of recruitment procedures and relevant reports on field recruitment necessary for implementation of FRU’s activities.

The incumbent will report and work under the overall guidance, management and supervision of the Chief, Field Personnel Section (C/FPS). S/He directly supervises, prioritizes work, distributes tasks, coaches, trains guides, mentors and manages performance of professional and general services staff assigned to the Unit.

Responsibilities

Function 1 (incl. Expected results)
Plans, coordinates and manages the process of recruitment of field personnel for the Technical Cooperation (TC) Programme, achieving results such as:
• Establish and determine priority recruitment of field personnel;
• Manage and ensure adherence to priorities, and analyse and resolve procedural and operational problems in terms of recruitment as they occur;
• Review, develop and adopt recruitment procedures consistent with the needs of the TC field requirements, ICAO Secretariat and UN Common System;
• Recommend and, whenever approved, implement initiatives to develop TCB’s recruitment system, procedures and policies;
• Evaluate, assess and determine the suitability of applicants against existing and prospective vacancies;
• Prepare budget estimates aligned to the determined grading(s) of field experts assigned under the Special Service Agreements (SSA);
• Monitor quality, fairness, objectivity and transparency of recruitment process and make recommendations for corrective action;
• Review experts’ profiles and establish the long list(s) of candidates for assessment by hiring offices;
• Coordinate and facilitate Interviews for potential candidates under consideration for TC assignments and make recommendations on suitability;
• Maintain contact with prospective appointees and exchange correspondence related to their recruitment status and conditions of employment;
• Conduct preliminary classification of posts and present recommendations to HR for review and approval taking into account UN best practice and International Civil Service Commission (ICSC) benchmarks;
• Determine the type(s) of contracts to be offered to selected candidates and assign initial salary levels for selected candidates, negotiate conditions of employment and make conditional offer(s) of employment to successful candidates;
• Coordinate with Regional Offices for their input on the recruitment of field experts;
• Monitor and facilitate the preparation of nomination letters of selected candidates to host governments, obtain their necessary recommendations and approvals for appointments of nominees; and arrange for release of experts from their respective States to enable them take up assignments under the Technical Cooperation Programme;
• Supervise the process of reference checks and assess the reports prior to communicating job offers to candidates under consideration;
• Liaise with selected candidates and provide solutions to queries from candidates, during the initial steps of selection and appointment;
• Conduct regular updates on remuneration packages commensurate to local/regional project terms and conditions of service for Cooperative Development of Operational Safety and Continuing Airworthiness Programme (COSCAP) and/or regional experts, upon request by Member States; and
• Manage and oversee the preparation of statistical data on recruitment activities, including the production of relevant reports arising therefrom.

Function 2 (incl. Expected results)
Manages the work and staff of the Field Recruitment Unit, achieving results such as:
• Plan, organize, facilitate and coordinate the activities of FRU staff, while ensuring orderly, timely and reliable recruitment of field personnel;
• Allocate resources assigned to the Unit and ensure the efficient implementation of FRU’s operations as planned;
• Coordinate the process of internal and external audits of the field recruitment activities and ensure implementation of the corrective actions as defined;
• Develop monitoring tools, process flows and systems to support in monitoring field recruitment operations and present regular reports and updates to C/FPS on the operational performance results of the Unit;
• Guide, mentor, provide coaching and, where necessary, support FRU staff enhance their capabilities in facilitating recruitment processes;
• Manage the process of development of standard operating procedures, checklists, communication templates and guidelines for standardization of processes, including maintenance of consistency and quality of the expected outputs of the Unit;
• Review draft letters of offer prepared by the Unit Staff for verification and ensure that the offered remuneration, related benefits and entitlements to the experts are correct and aligned to the applicable rules, procedures and practices;
• Follow-up and ensure timely completion of the Staff Performance Appraisals (PACE) reports of the Unit Staff; and
• Recommend training and learning opportunities suitable for staff assigned and advise the concerned staff and management on appropriate learning opportunities aligned to their performance gaps.

Function 3 (incl. Expected results)
Roster Management, achieving results such as:
• Establish and maintain an effective and efficient roster management system;
• Facilitate periodic updates of TCB rosters to maintain currency of information, quality and readily available qualified experts to support the Technical Cooperation Programmes, globally;
• Develop, update and classify generic job descriptions for prospective posts in different technical areas of specialization in civil aviation for purposes of identifying qualified experts for inclusion in the TCB rosters;
• Coordinate the process technical evaluation, review the pre-screening, assessment of applicants profiles, classify, validate and certify applicants for the TCB Roster;
• Propose enhancements to the TCB roster to facilitate its optimal utilization and timely recruitment of project personnel; and
• Recommend candidates for removal from the TCB roster and provide explicit justification to support the recommendation, explaining the causal factors such as loss of contact, eligibility, lack of perspective, integrity, performance shortfalls, etc.

Function 4 (incl. Expected results)
Liaises with the other sections in TCB, other Bureaus in ICAO and external stakeholders, achieving results such as:
• Coordinate and work in liaison with the Field Operations Section, Regional Offices and other ICAO Bureaus to support the process of initiating posts, at the project development phase;
• Review job descriptions of approved field personnel positions to verify qualification requirements, duties, post titles, duty station(s), duration of assignment and languages for quality assurance purposes;
• Provide advisory support to hiring sections on processes relating to the recruitment and selection of Field Service Personnel in accordance with relevant policies and guidelines;
• Consult with the hiring managers to determine appropriate timings for recruitment, aligned to the expected deployment dates for maximum efficiency and optimal utilization of scarce resources; and
• Support hiring sections by designing written tests to facilitate competency-based recruitment processes aligned to the requirements of the job description, whenever required.

Function 5 (incl. Expected results)
Conducts outreach and talent search activities and monitors diversity, achieving results such as:
• Initiate and establish talent search programmes to enhance TCB’s visibility, including its sources of recruitment to support its activities;
• Design and implement talent search outreach activities to attract the desired talent for the Technical Cooperation Programme activities;
• Liaise with talent sources such as universities, agencies or other institutions to determine sustainable approaches to tap into their pools of suitable candidates;
• Organize and participate in outreach activities, including fairs, meetings, etc. as may be required from time to time;
• Maintain regular contact with ICAO Communication Office to facilitate the development of appropriate communication materials and media to support outreach activities for TCB’s roster experts; and
• Monitor the effectiveness of outreach activities, identify best practices and make recommendations to management on possible improvements.

Function 6 (incl. Expected results)
Coordinates and fosters FRU Information Systems activities, achieving results such as:
• Regularly update and maintain ICAO’s (TCB) Employment page with relevant and up-to-date information;
• Facilitate the process of developing ICAO’s e-recruitment system and make recommendations on the necessary enhancements to the system;
• Develop a database of TC roster of experts;
• Monitor and ensure the effective functioning of the e-recruitment; including availability of appropriate service desk support to all users to facilitate real time efficiencies in its operations;
• Keep track of and report on the development of the e-recruiter and where necessary, recommend appropriate solutions;
• Develop complementary electronic systems as support solutions to the Unit’s operational efficiency, as required;
• Conduct risk assessments during the testing of the systems to identify potential risks and suggest amendments or modifications to mitigate the identified challenges; and
• Organize training for internal clients and focal points on any newly introduced processes (e.g. electronic tools, information platforms, procedures and policies, etc.), relevant to recruitment.

Function 7 (incl. Expected results)
Leads, supervises and manages the Quality Management System (ISO 9001 -2208) in FRU, achieving results such as:
• Plan and lead the unit team in developing ISO processes, implementation and audits to maintain currency of TCB’s certification;
• Review recruitment procedures to incorporate changes made as a result of updates and audit recommendations to facilitate continuous improvement of the Unit’s operational processes; and
• Prepare the Unit for ISO audits.

Function 8 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Demonstrable knowledge and understanding of Civil Aviation Occupational and Technical Terminologies, including knowledge of duties and responsibilities of different Civil Aviation personnel at Directorate General of Civil Aviation (DGCA), Civil Aviation Authority (CAA), Airlines, Airports Authority, Air Navigations Service Providers (ANSP’s) and Civil Aviation Training establishments; 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.

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; demonstrate ability for excellent written and verbal communication skills and strong interpersonal skills in terms of relating and networking.

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.

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.

Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands; Demonstrate in-depth knowledge, experience and ability to provide team leadership.

Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

A first level university degree in technical area of specialization in the field of aviation, human resources management, public or business administration is required.

Work Experience

• Six years’ experience or more in recruitment of aviation or technical specialists in a technical environment is required.

• Experience in establishing and maintaining a recruitment roster for technical experts is required.

• Experience in any technical field related to civil aviation is required.

• Experience in application of best industry practices in recruitment and experience in establishing and negotiating conditions of employment is required.

• Experience in the use of automated e-recruitment system and integrated human resources information management systems is required.

• Experience in planning and supervising the work and staff of a technical recruitment team is required.

• Experience in the Application of Selection Tests is required.

• Managing Recruitment of Technical personnel engaged in Civil Aviation Activities is desirable.

• Working with Regional Aviation Institutions, United Nations Common System or International Organization is desirable.

• Experience working in a staffing consultancy firm of international repute is desirable.

Languages

• Fluent reading, writing and speaking abilities in English is required.
• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 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, in accordance with the provisions of the ICAO service code (Staff Regulations).

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 P-3 Rate Net Base Salary per annum + Post Adjustment (net) per annum(*)
USD $64,121 + USD $32,253
(*) Post Adjustment is subject to change.

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.

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