Job Description

The Field Recruitment Unit (FRU) is one of the two units within the Field Personnel Section (FPS) of ICAO\xe2\x80\x99s 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\xe2\x80\x99s 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\xe2\x80\x99s 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\xe2\x80\x99s 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\xe2\x80\x99 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\xe2\x80\x99s 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\xe2\x80\x99s 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\xe2\x80\x99s 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\xe2\x80\x99s (TCB) Employment page with relevant and up-to-date information;
• Facilitate the process of developing ICAO\xe2\x80\x99s 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\xe2\x80\x99s 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\xe2\x80\x99s certification;
• Review recruitment procedures to incorporate changes made as a result of updates and audit recommendations to facilitate continuous improvement of the Unit\xe2\x80\x99s operational processes; and
• Prepare the Unit for ISO audits.

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