Human Resources Assistant

The Organisational Setting

• The Staff Employment and Administration Section (SEA) is dedicated to operational aspects of Human Resources management and services, such as contract management, entitlement administration, social security and pension administration, separation handling and servicing retirees.
• The incumbent reports directly to the Chief, SEA who is responsible for assigning tasks, deciding on priorities and facilitating complex technical matters.

Major Duties and Responsibilities

Function 1 (incl. Expected results)

Performs human resources functions related to group medical, group life insurance, non-occupational risk insurance, malicious insurance, employee assistance program (EAP), achieving results such as:

• Assist staff members and members of Delegations and their respective eligible family members to complete forms and obtain their Medicare cards.
• Prepare correspondence and liaise with Protocol Quebec to obtain attestations, and with the RAMQ Office for completion of formalities to obtain Medicare cards and resolve problem cases.
• Maintain the Medicare database and files and the follow-up system for the renewal of Medicare Cards and the retrieval of expired ones.
• Brief new staff members and members of Delegations at HQ about the ICAO group MBP and assist them in completing the application cards.
• Brief staff members on the optional Aetna group Life Insurance and Non-Occupational Risk Insurance. Write on these matters to the new staff in Regional Offices and follow up on their enrolment within the eligibility period.
• Provide information and forms on visitor’s insurance to those who are not eligible to join the ICAO group MBP and assist in implementing the coverage.
• On separation from service, debrief staff on their after-service coverage in the various group insurance plans and assist them to complete and sign the necessary forms. Follow up on the payment of their initial premiums for the ICAO group MBP coverage.
• Maintain all changes in the database (including new entries, delegations, changes in class of coverage or civil status, name, duty station, etc.) concerning the ICAO group MBP, Aetna group Life insurance and Non-Occupational Risk Insurance and produce monthly adjustment lists to advise Payroll and Accounts Units as well as the insurance companies of changes.
• Produce and update monthly lists of staff members who are eligible to use the services of the Employee Assistance Program (EAP) and submit to the EAP provider.
• Reply to questions of participants (verbal and written) pertaining to the insurance plans and assist participants of the ICAO group MBP to resolve problems with their claims. Prepare follow-up lists to ascertain that ineligible children are removed from the ICAO group MBP and advise the primary participant and the insurance company in writing.

Function 2 (incl. Expected results)

Performs human resources functions related to UN Pension Fund, achieving results such as:

• Brief staff members at HQ about the UN Pension Fund. Obtain all necessary certificates (birth, marriage, divorce, etc.) for their enrolment and provide the forms that need to be completed. Ensure all entitlements are understood. Write on these matters to the new staff in the Regional Offices and follow up on their enrolment.
• Ensure all forms and documentation are prepared and sent to the Pension Fund in New York, after certification.
• Debrief departing members at HQ on their pension entitlements and provide the forms which need to be completed. Write on these matters to staff in the Regional Offices.
• Ensure that separation notifications and payment instructions are sent promptly to the Pension Fund in New York so as to avoid undue delays in the payment of retirement benefits.
• Calculate pension estimates for deferred, early or full retirement and calculate validation costs of prior non-contributory service.
• Prepare TWIMC (To Whom It May Concern) letters upon request for retirees with respect to the duration and amount of pension contributions for income tax purposes.
• Ensure that all data on staff members’ pension files is current and that changes in personal status are correctly recorded and reported to the UN Pension Fund and changes in status are correctly reflected on insurance application cards as requested by staff members.
• Review Status Reports and various other pension forms for submission to the Pension Fund Secretariat.

Function 3 (incl. Expected results)

Provides administrative support to the Section, achieving results such as: 

• Assist with the preparation and verification of data concerning pension contributions and insurance matters, i.e. payments of insurance premiums and payroll deductions.
• Maintain awareness of changes in pension rules and regulations and implement new procedures as they are introduced by the Pension Fund Secretariat, in accordance with instructions from the Secretary General, ICAO Staff Pension Committee.
• Assist in drafting correspondence, staff notices, working papers, minutes, reports, presentations, tables, etc. often of confidential or urgent nature, from verbal instructions or handwritten notes. Proofread for completeness grammar, spelling and meaning.
• Liaise with the nurse of the ICAO Medical Centre to follow up on medical clearances, the status of medical assessments from the ICAO Medical Consultant pertaining to disability or compensation cases.
• Assist in emergency situations in the absence of the nurse and/or ICAO Medical Consultant.

Function 4 (incl. Expected results)

• Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

• High school diploma or equivalent is required

Desirable

• Additional training or certification in human resources, business administration, or a related field.

Professional experience 

Essential

• A minimum of 5 years’ administrative experience in human resources or a related field
• Experience in handling protocol matters and dealing with social security benefits and entitlements
• Experience in the application of staff rules and regulations
• Understanding of Pension and Medical Benefits Plans.

Desirable

• Work experience within an international organization or a government.
• Experience within the UN system.

Languages 

Essential

• Fluent reading, writing and speaking abilities in English and French.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_3001/requisitions/job/21422