Human Resources Assistant (Social Security and Pension)

Job Description

Description
Org. Setting and Reporting

The Staff Employment and Administration Section (SEA) is one of three Human Resources sections within the Administration and Services Bureau in ICAO. SEA is responsible for: administration of contracts (staff and non-staff personnel), contract management, administration of benefits and entitlements, management of pension and other social security entitlements, protocol related matters and oversight of the Medical Clinic and staff accreditation matters.

The Social Security and Pension Unit (SSP) is responsible for: the administration of staff benefits with respect to staff enrolment in the United Nations Joint Staff Pension Fund (UNJSPF) and all insurances, including after-service coverage; the application of review procedures for compensation claims and disability benefits; the interpretation of the provisions of the regulations, rules and pension adjustment system of the UNJSPF; the provision of advice to staff on pension entitlements and medical and after-service benefits; oversight of the ICAO Medical Clinic and liaison with the ICAO Medical Consultant(s) on occupational safety and health matters, and with the Quebec Government on matters relating to Medicare; and administration of the Employee Assistance Programme.

The incumbent reports directly to the HR Specialist (Social Security and Benefits) who assigns tasks, decides on priorities and facilitates complex technical matters on activities relating to SSP. On matters pertaining to secondment s/he reports directly to Chief, SEA and/or the HR Specialist, Staff Administration.

Responsibilities

Function 1 (incl. Expected results)
Provides support in the enrollment of staff in the Pension Fund, and process separation cases, including the servicing of retirees, achieving results such as:

• Assist in enrolment of new recruits to the Pension Fund and maintain pension records, pension numbers, status reports (date of birth, full time employment, part-time employment, family members, marital status, death, etc.)
• Assist in determining the eligibility of pension entitlements, in accordance with the Staff Rules, Service Code, and UNJSPF Rules and Regulations.
• Process and record separation and benefit entitlements.
• Record and file all correspondence such as Reports, Working Papers, Minutes, Staff Notices, standard form letters, and fax messages.
• Inform appropriate persons/offices of terms of cancellation and change of ID, visa and other identification items.
• Prepare monthly adjustment list and record electronically all changes (including new entries, deletion, change of name, duty station)
• Assist in providing guidance to staff and respond to queries and requests.
• May be required to prepare Minutes of meetings from time to time.

Function 2 (incl. Expected results)
Facilitates administrative arrangements for Boards and Committees, achieving results such as:

• Assist in organizing meetings for the Staff Pension Committee (SPC), and similar committees and gatherings.
• Assist in reviewing documents, correspondence, pension entitlements and benefits for onward transmittal to the Pension Fund.
• Assist in the preparation of background information to meetings.
• Provide support in preparation and distribution of minutes and follow up on decisions.

Function 3 (incl. Expected results)
Maintains records, filing and executes database updates, achieving results such as:

• Maintain all pension and separation records and update contents accordingly.
• Maintain a list of records of files kept and to be kept in the Archives and oversee the management of archived records.
• Complete request for printing of documents, translations etc.
• Input information on the relevant database, and generate reports and alerts.

Function 4 (incl. Expected results)
Contributes to the production of documentation for the Unit, achieving results such as:

• Draft staff notices with respect to separations and pension.
• Assist in preparing working papers and status reports on pension, retirement and separation.
• Prepare TWIMC letters upon request for retirees with respect to the duration and amount of pension contributions for income tax purposes.
• Prepare Status Reports for the UN Pension Fund pertaining to changes in the staff members’ status.

Function 5 (incl. Expected results)
Monitors and follows up on timely processing of disability cases, achieving results such as:

• Follow up and plan dates for review of disability cases, yearly Staff Notices and other specific cases and further advise Supervisor for action
• Contact ICAO Staff Pension Committee and Advisory Board on Compensation Claims, and ad-hoc Committee members to schedule meetings; and ensure that all supporting documents are presented to members in a timely manner.
• Update staff members’ files and databases accordingly.

Function 6 (incl. Expected results)
Provides support on the engagement of seconded staff, achieving results such as:

• Draft and post State Letters, along with corresponding terms of references announcing secondment opportunities.
• Monitor the receipt of nominations regarding State Letters and respond to queries from nominated candidates.
• Summarize nominations received upon the deadline date along with all supporting documents.
• Maintain a tracking system and statistics for state letters issued, nominations received and candidates selected for secondments.

Function 7 (incl. Expected results)
Performs any other related duties, as assigned.

• Provide back-up support on Medical Insurance and other insurances.

Competencies

Professionalism: Knowledge of the pension system of the United Nations and of the application of Rules and Regulations of the Pension Fund. Excellent knowledge and expertise in the use of Microsoft applications, particularly Word and Excel. Knowledge of automation tools and techniques. Initiative and discretion in dealing with highly confidential material. Good planning and organizational skills. 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.

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.

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.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Education

Essential:
High school diploma or equivalent is required.

Desirable:
Training in human resources and, in particular, on benefits and entitlements with respect to social security and pension matters is desirable.

Work Experience

• A minimum of five (5) years of administrative experience in human resources, or in a related field is required.
• Experience in the application of staff rules and regulations is required.
• Work experience within an international organization or a government is desirable.

Languages

Essential:
Fluent reading, writing and speaking abilities in English and French.

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

Assessment

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

Special Notice

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a valid work permit.

Deadline: 21 August 2022