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administrative assistant Montreal

United Nations

Full Time Montreal 82110 - 77400 CAD ANNUAL Today

Job description

This position is located in the Bureau of Administration and Services (ADB). The incumbent reports directly to the Director, Bureau of Administration and Services (D/ADB). Under the overall direction of D/ADB, the incumbent is responsible for providing expert advice and support in HR operations and regulatorily sound human resources management policies and systems. This relates to the review and implementation of administrative procedures on disciplinary matters, conduct, compliance and alleged misconduct. The incumbent will also provide expert support and advice on procedures and administrative reviews with regard to specialized recourse mechanisms for performance rebuttals, job classifications, medical determinations, pension related claims and determinations of non prima facie cases of retaliation, making recommendations on the appropriate actions/measures to be adopted, in compliance with the ICAO Service Code (Staff Regulations), Staff Rules, Personnel Instructions, and policies, in consultation/collaboration with the Legal Affairs and External Relations Bureau (LEB) and other relevant entities. S/He will provide operational and regulatory advice and support on efforts and activities to prevent and respond to unsatisfactory conduct and on matters relating to vendor sanction, the prevention and response to sexual exploitation and abuse (PSEA), and anti-fraud and anti-corruption (AFAC). S/He will act as ICAO’s official focal point with the United Nations Office of Internal Oversight Services (OIOS) as regards outsourced investigative processes, including Vendor Sanction.
In addition, the incumbent will support D/ADB in reviewing policy issues relating to disciplinary matters, and in reviewing existing policies in ADB areas including human resources, languages and publications, conference services, ICT and information security, procurement, and security and general services. The incumbent will support in identifying critical gaps/omissions in existing policies and procedures, making proposals for change according to established best practices, developing new policies in coordination with LEB, monitoring for compliance/adherence, and providing operational guidance and advice to D/ADB and other relevant units in ADB.

Responsibilities

Function 1 (incl. Expected results)
Coordinates the implementation of disciplinary processes and/or managerial actions or administrative measures of ICAO staff members, in accordance with the ICAO Staff Regulations (The ICAO Service Code), Ethics Framework, Staff Rules, Personnel Instructions, policies, and administrative issuances and procedures, achieving results such as:

Act as ICAO’s focal point with the United Nations Office of Internal Oversight Services (OIOS) and take appropriate action in accordance with the provisions of Personnel Instruction PI/1.6, including the procedures for addressing complaints of misconduct referred back by the investigative entity;
Serve as a contact point for investigation subjects and victims (where identified) throughout an investigation;
Review and advise on the course(s) of action available with respect to complaints of misconduct referred back by the investigative entity to ICAO, including, matters relating to discrimination, harassment, including sexual harassment, and abuse of authority, office management disputes and basic mismanagement issues, traffic-related inquiries, simple thefts and basic misuse of equipment or staff;
Liaise with the Office of the Secretary General, the Legal Affairs and External Relations Bureau, the Ethics Office, the Ombudsperson, HR sections within ADB, and other relevant entities (such as an investigative entity), as appropriate, to ensure that appropriate course of action is taken on referred matters by the investigative entity to ICAO;
Advise on the available managerial action(s) or administrative measure(s) with respect to matters referred to ICAO by the investigative entity by preparing a written abstract setting out the relevant facts of the matter, as well as the outcome and the appropriate managerial action(s) or administrative measure(s);
Draft preliminary reports based on the available information, including any relevant documentation provided by the investigative entity to ICAO on referred matters relating to discrimination, harassment, including sexual harassment, and abuse of authority, as well as miscellaneous matters, and provide such preliminary report to the staff member against whom the complaint of misconduct has been made. This includes review of staff member’s written comments and a breakdown and analysis of the options available for further action;
Provide guidance during a fact-finding enquiry on referred matters, as well as perform the functions of the Secretary of an inquiry;
Provide factual analysis and draft recommendations and related disciplinary documentation, in accordance with relevant jurisprudence, Staff Rules and Regulations and administrative issuances and relevant principles of law, in coordination with LEB;
Identify situations and cases amenable to informal resolution and/or settlement and provide advice to the relevant offices dealing with informal dispute resolution processes;
Review the investigation reports submitted by the investigative entity and advise and recommend on the appropriate course of action(s) in coordination with LEB;
Carries out regular reporting functions containing statistical analysis on conduct and discipline activities;
Supports data management and tracking of all forms of conduct and discipline;
Liaison with the investigative entity on matters related to the vendor sanctions policy.

Function 2 (incl. Expected results)
Provides subject matter advice and support in handling requests with regard to specialized recourse mechanisms for performance rebuttals, job (re-) classifications, medical determinations, pension related claims and determinations of non prima facie cases of retaliation, achieving results such as:

Review requests for review and advise the Administration on the appropriate response and action in coordination with LEB;
Conduct related research and provide background information on the relevant UNAT and UNDT jurisprudence.

Function 3 (incl. Expected results)
Policy Implementation and Coordination – supports the coordination and implementation of ADB related policies and procedures including policies relating to vendor sanction, prevention and responding to sexual exploitation and abuse (PSEA), and anti-fraud and anti-corruption (AFAC), achieving results such as:

Facilitates the effective roll-out and implementation of new or revised administrative related policies, guidelines and procedures by way of dissemination, communication, and awareness activities;
In the aforementioned areas, respond, in coordination with other stakeholders, to queries and recommendations from internal and external auditors, as well as from the UN Joint Inspection Unit (JIU);
Support the implementation of digital transformation initiatives, including implementation of electronic/paperless processes;
Support the implementation of the ICAO Vendor Sanction Policy including coordination and monitoring of related activities and practices as well as liaising with the UN Office of Internal Oversight on cases of allegations of proscribed practices;
Support, in consultation with the Ethics Officer, the implementation of the ICAO Anti-Fraud and Anti-Corruption policy and the coordination of related activities and procedures relating to fraud and corruption including training program for staff members;
Oversee and support the activities relating to prevention and responding to sexual exploitation and abuse (PSEA) including preparing the Secretary General’s end-of-year management letter to Council as well as developing, reviewing and updating the ICAO PSEA Action Plan.

Function 4 (incl. Expected results)
Policy Advice and Development – Provide expert support on the development and implementation of the ICAO HR regulatory framework, policies, procedures and practice, achieving results such as:

Analyse the implications associated with administrative practices and provide recommendations for the regulatorily sound application of HR policies regarding discipline and conduct and related mechanisms;
Prepare opinions on cases involving unusual and/or complex policy issues, including cases for which no, or few, precedents exist;
Contribute to the formulation of the ICAO strategic plan and contribute administrative related policy perspective to ICAO’s business development objectives, as appropriate;
Maintain an open system of information exchange on policy needs, developments, advice, interpretation and implementation.
Provide, in coordination with LEB, input and advice on human resources provisions in agreements and memoranda of understanding with other entities and organizations;
Analyse and enhance, in collaboration with other UN common system entities, benchmarking opportunities, lessons learned, and achievement of objectives.

Function 5 (incl. Expected results)
Policy Review, Analysis, and Development – Assesses, reviews, and analyzes existing policies, guidance and procedures in administrative areas to identify best practices and business-critical gaps and provides input to new policies, practices and guidance material in consultation with stakeholders, achieving results such as:

In consultation with relevant stakeholders, assess the adequacy, usability and effectiveness of HR focused administrative policies, guidance and procedures in the areas of discipline, conduct and specialized recourse mechanisms, to identify gaps/omissions and/or the need for new and revised regulations, rules, policies and procedures to support compliance with best practices, programme delivery and efficiency;
Analyse system-wide developments; liaise with other UN system organizations to ensure ICAO is at the forefront of efficiency and effectiveness in relation to policy development in administrative services;
Coordinate with business/process owners, e.g. managers, Staff Association, etc., on intended policy changes and new policies; obtain agreement/endorsement;
In coordination with the Office of the Director ADB, provide input and advice on reports and other documentation related to administrative policies and strategies in the areas of discipline, conduct and specialized recourse mechanisms submitted by ADB to the ICAO Council and its Standing Committees;
Support the preparation of policy working papers for presentation to the Staff Advisory Committee, the ICAO Council and its Committees, the Assembly, and other relevant deliberative bodies.

Function 6 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Comprehensive, expert knowledge and understanding of internal administration of justice and administrative policies, practices, procedures, concepts and processes within a UN common system, national or international context. Ability to maintain a high degree of discretion, confidentiality, sensitivity and tact. Strong legal analysis, research, presentation, and writing skills. Ability to negotiate persuasively on sensitive and contentious issues. Advanced interviewing/information elicitation skills. Proven ability to advise on complex cases and matters involving administrative procedures, cases of alleged misconduct, disciplinary matters, appeals and administrative review. 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; is motivated by professional rather than personal concerns.

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.

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.

Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

Essential

A first-level university degree in law, or equivalent, is required.

Desirable

An advanced-level university degree (Master’s Degree or academic equivalent) in law (or in related field).

Work Experience

- A minimum of ten (10) years of progressively responsible experience in international administrative law and procedures, of which a minimum of 5 years pertaining to staff member misconduct, investigations, and disciplinary measures, including relevant legal research and writing, is required.

Experience in the management of interpersonal conflict, employer-employee grievances, harassment claims, disciplinary matters, informal resolution, or mediation, in a multicultural organization is required.

Demonstrable experience in drafting legal and policy documents, reports, briefing notes or talking points on complex issues for presentation to senior management or governing bodies is required.

Experience with the application of United Nations System rules and procedures related to conduct and discipline is required.

Experience within the United Nations system or within a comparable international organization with a diverse workforce is desirable.

Experience in informal dispute resolution and mediation is desirable.

Experience with the system of administration of justice in the United Nations is desirable.

Experience in the implementation of digital transformation initiatives and the automation of business processes is desirable.

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).

Assessment

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

Special Notice

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

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-4 Rate
Net Base Salary per annum + Post Adjustment (net) per annum(*)
USD 77,326 USD 37,735

(*) 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.