Chief, Field Personnel Section

THE ORGANIZATIONAL SETTING

The Field Personnel Section (FPS) of the Capacity Development and Implementation Bureau (CDI) is responsible for the management of the entire HR value chain, supporting processes of recruitment, contract management and retention of international and national field experts, who support ICAO’s global projects under the Capacity Development and Implementation programme activities. FPS is comprised of two units, namely the Field Personnel Administration Unit (FPA) and Field Recruitment Unit (FRU).

The Chief, FPS reports directly to the Deputy Director, Capacity Development and Implementation Bureau with whom s/he consults on complex technical and managerial issues. As Chief, the incumbent supervises all Professional and General Service staff of the Section, as well as consultants and s/he is directly responsible for her/his actions and decisions as well as for the quality of services delivered by all staff members of the section. Supervisory responsibilities include technical supervision, coaching and training, as necessary, as well as performance evaluation, delegation and distribution of tasks, and decisions on priorities.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1

Leads and Manages the work programme and the related activities of the Field Personnel Section, develops applicable policies, procedures and guidelines and plans implementation,

• Plan and coordinate work programme of the Section, determine objectives, standard operating procedures of the Section, identify best practices suitable CDI’s programme on recruitment and administration of experts in the field.

• Direct and supervise the recruitment and administration of Field Personnel, including appointments, extensions, transfers placements and promotions, ensuring timely recruitment of experts as well as reinforcing the efficacy and effective implementation of Field Personnel policies, rules and regulations related to offers of employments, appointments, promotions/salary upgrading, transfers, assignments, salaries, allowances, medical clearance, home/annual leave, social security, disciplinary cases, compensation, capacity building, performance reports and separations.

• Develop and review the existing Field Personnel policies and procedures, oversee and modify as necessary the priorities, methods, performance and achievements of the Field Recruitment and Field Personnel Administration Units, interpret, determine or recommend on the application of policy and rules embraced by the ICAO Field Service Staff Rules, Personnel Instructions, Administrative Instructions and precedent rulings.

• Review Project Job Descriptions, Terms of Reference, obtain host government’s formal approval of the selected candidate.

• Ensure the implementation of the Section’s Quality Management System (QMS), and any electronic Systems required for the performance of the FPS’ responsibilities such as E-recruitment system, ERP system, roster of experts, etc.

• Maintain liaison and consult on personnel matters with Officials of the CDI, ICAO’s HR, Regional Offices, Legal and External Relations Bureau, National Delegations, Governments, UN, UNDP and private institutions.

• Administer ICAO’s Field Security Programme, liaising with UN Designated Field Security Offices.

• Represent CDI in all meetings related to Field Personnel issues.

• Prepare annual reports.

Function 2

Manages the performance management programme and related policies, systems and procedures

• Provide advisory support to Chiefs of Sections and Heads of Units, Senior Managers, Project Coordinators, Staff at large on performance management issues, Field Services Staff Rules and Administrative Instructions.

• Keep abreast of development in the UN Common System with regard to field staff development and performance management systems, policies and practices.

• Lead the enhancement of the QMS, policies and procedures.

• Develop and implement a comprehensive evaluation report including questionnaire for Project Coordinators and field personnel at large.

• Ensure regular follow-up on and timely completion of Performance Evaluation Reports for field staff.

• Analyse Performance Evaluation Reports including questionnaires received from Projects regarding expert’s performance.

Function 3

Manages and oversees the development of the electronic Roster of Experts, ensures succession planning and related policies,

• Develop and oversee the procedures for periodic update of the roster of experts to ensure currency of information and availability of candidates, recommend enhancements to the roster to ensure its optimum use and the timely recruitment of project personnel.

• Analyse and revise the e-Recruiter System.

• Plan, analyse and address procedural and operational problems related to field personnel as they occur, verify the accuracy of contracts prepared for CDI Programme field service.

• Plan and coordinate the delivery of CDI capacity building activities with other CDI’s sections.

• Propose innovative ways of providing career progression initiatives, including succession planning.

• Advise staff on learning/development opportunities, providing coaching and counselling.

Function 4

Leads and manages a broad range of other Field Personnel Functions and activities,

• Address the queries and recommendations from both external and internal audits related to recruitment and administration of field personnel assigned to projects.

• Ensure the timely preparation of statistical data of CDI field personnel for management purposes, as well as for the different UN bodies such as CEB, Joint Inspection Unit, UN Security Management, UN Women, Malicious Act Insurance, etc.

• Coordinate common system surveys on conditions of service in coordination with ICAO’s Human Resources Section.

• Ensure that the staffing table for Project staff is being updated.

Function 5

Leads, supervises and manages the staff working in the Section,

• Plan, organise and manage assigned resources to provide timely and effective service delivery.

• Assess performance, recognize outstanding performance and address under-performance.

• Provide guidance and supervision to the staff assigned to the Section.

• Ensure the execution of the staff work and their efficient performance, as well as their alignment with ICAO Strategic Objectives, policies, regulations and business plans.

• Prepare the section’s staffing reports.

Function 6

Performs other related duties, as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

• An advanced-level university degree (Masters’ degree or academic equivalent) in Human Resource Management, social sciences, business or public administration, or related field, is required. A first-level university degree, in combination with two (2) additional years of qualifying experience in Human Resources Management, social sciences, business or public administration, or related field, may be accepted in lieu of the advanced university degree.

Professional experience

Essential

• A minimum of ten (10) years of progressively responsible experience in Human Resources Management, including staff administration and Recruitment.

• Proven experience in the development and application of HR policies and procedures implemented in an international organization.

• At least six (6) years in the administration of in field personnel, both international and local.

• Experience in working in a capacity development project implementation environment.

• Solid experience in implementing and using contemporary enterprise resource planning (ERP) systems as well as other electronic systems relevant to human resources management and recruitment.

Desirable

• Experience in an international organization, the United Nations system, a government, or public sector.

• Experience in HR in the field of civil aviation.

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: Extensive knowledge of human resources management, policies, practices and procedures and ability to apply them in an international organizational setting, including the UN Common System. Ability to interpret and apply ICAO Field Service Staff Rules, regulations, policies and Administrative Instructions related to personnel. Ability to deal with sensitive and complex matters with diplomacy, discretion and tact. Demonstrate knowledge in the use of contemporary enterprise resource planning (ERP) systems as well as other electronic systems as E-recruiters. Knowledge of best practices in international HR matters including UN Common System.

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.

Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; 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.

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.

CONDITIONS OF EMPLOYMENT

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.