Chief, Field Personnel Section

at  United Nations Development Programme UNDP

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.

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

• 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

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)

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

• 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 (incl. Expected results)

Manages the performance management programme and related policies, systems and procedures , achieving results such as:

• 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 (incl. Expected results)

Manages and oversees the development of the electronic Roster of Experts, ensures succession planning and related policies, achieving results such as:

• 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 (incl. Expected results)

Leads and manages a broad range of other Field Personnel Functions and activities, achieving results such as:

• 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 (incl. Expected results)

Leads, supervises and manages the staff working in the Section, achieving results such as:

• 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 (incl. Expected results)