Human Resources Specialist (Policy), HR

International Civil Aviation Organization; Montreal (administrative region); On-site; CAD 90,000 - 130,000; Full time

Job summary

International Civil Aviation Organization is seeking an HR Specialist (Policy) to lead policy analysis, develop and revise HR policies, and coordinate implementation across the organization. The role requires advising management, ensuring compliance with Staff Rules and Regulations, and supporting digital transformation initiatives.

The incumbent will work under the Deputy Director, Human Resources, collaborating with HR colleagues, business partners, and UN system entities to advance ICAO's

Qualifications

• Advanced university degree (Master's degree or equivalent) in HR management, business administration, or related area is required.
• Desirable: Project Management Certification.

Responsibilities

• Policy Review and Analysis – assess and analyze HR policies to identify gaps and best practices.
• Policy Development – develop and revise HR policy content, coordinate with stakeholders and obtain endorsement.
• Policy Implementation and Coordination – ensure consistent application of HR policies and support roll-out of new policies.
• Policy Advice and Interpretation – provide guidance on HR regulations and rules, support management on complex cases.

Skills

Policy analysis

Stakeholder engagement

HR policy interpretation

Communication/writing

Education

Master's degree in HR/OD

Job description

Org. Setting and Reporting

The post of HR Specialist (Policy) is located in the Human Resources Branch. The incumbent serves as the lead expert on HR policy issues, reviewing existing policies and identifying critical gaps/omissions, making proposals for change according to established best practices, developing new policies, monitoring for compliance/adherence, and providing guidance, advice and interpretation on a wide range of HR policies and procedures. S/he also provides specialist HR policy advice and expertise, as required, to designated business partners on specific, potentially complex cases, and substantive expertise on the formulation, application and interpretation of ICAO Staff Regulations and Staff Rules and other HR-related issuances. S/he also provides risk-based analysis and advises management on the administrative risks/implications associated with HR policies and contractual modalities. S/He carries out the functions of the post under the supervision of the Deputy Director, Human Resources. The incumbent is expected to work independently, in accordance with established priorities and approved work plans, the People strategy and directives, Council decisions and audit recommendations, as well as decisions and instructions by senior management.

The post of HR Specialist (Policy) is located in the Human Resources Branch. The incumbent serves as the lead expert on HR policy issues, reviewing existing policies and identifying critical gaps/omissions, making proposals for change according to established best practices, developing new policies, monitoring for compliance/adherence, and providing guidance, advice and interpretation on a wide range of HR policies and procedures. S/he also provides specialist HR policy advice and expertise, as required, to designated business partners on specific, potentially complex cases, and substantive expertise on the formulation, application and interpretation of ICAO Staff Regulations and Staff Rules and other HR-related issuances. S/he also provides risk-based analysis and advises management on the administrative risks/implications associated with HR policies and contractual modalities. S/He carries out the functions of the post under the supervision of the Deputy Director, Human Resources. The incumbent is expected to work independently, in accordance with established priorities and approved work plans, the People strategy and directives, Council decisions and audit recommendations, as well as decisions and instructions by senior management.

Responsibilities

Function 1 (incl. Expected results) Policy Review and Analysis - Assesses, reviews, and analyzes existing HR policies and procedures in order to identify best practices and business-critical gaps in HR policies, guidance and procedures, achieving results such as:

• In consultation with relevant stakeholders, continually assess the adequacy, usability and effectiveness of HR policies, guidance and procedures, to identify gaps/omissions and/or the need for new and revised regulations, rules, policies and procedures to support programme delivery and promote efficiency.
• Conduct extensive and ongoing research and benchmarking analysis of human resources management policies and practices that represent industry and/or UN-wide best practices, and make recommendations for their adoption/integration into ICAO’s existing HRM policy framework.
• Analyse the trends and patterns reflected in HR data and articulate policy changes and recommendations from lessons learned.
• Continually analyse industry developments; liaise with other UN system organizations to ensure ICAO is at the forefront of efficiency and effectiveness in relation to HR policy development.
• Establish, maintain and enhance collaboration with other UN common system entities and/or international, government, or industry organizations, to consult on common/innovative approaches related to HR policy matters, e.g. benchmarking opportunities, lessons learned, and achievement of objectives.

Function 2 (incl. Expected results) Policy Development - Develops and proposes HR policies, practices and guidance material, and manages consultations with relevant stakeholders, achieving results such as:

• In collaboration with HR colleagues and relevant business process owners including LEB and FIN at HQ and in the Regional Offices, develop/ revise HR policy content, procedures, papers to support ICAO’s goals and strategic plan, consistent with pertinent decisions of the Council, ICSC and other UN Common System groups, and the UNDT/UNAT.
• Coordinate with business/process owners, e.g. managers, Staff Association, etc. on intended policy changes and new policies; obtain agreement/endorsement.
• Coordinate consultations with all stakeholders (e.g. HR community, Staff Advisory Committee, senior management) on any new policy development to evaluate the impact and effectiveness of existing or emerging HR policies; act as advocate during consultations and negotiations with line managers, staff representatives, and high-level management; deliver presentations to clarify issues.
• Make proposals for new or revised policies that will increase the effectiveness and efficiency of HR programmes, while remaining sensitive to cultural diversity, race, gender, disabilities, and other individuality issues.
• Ensure HR Policy framework is up to date and that policies reflect changes in Staff Rules and Regulations and UN common system HR policy reforms; streamline, simplify and eliminate obsolete rules.
• Submit proposals agreed with stakeholders for management approval. Coordinate meetings of the Staff Advisory Committee on the review of new or existing policies, as required. Provide input and advice on reports and other documentation related to human resources policies and strategies submitted by ADB to the ICAO Council and its Standing Committees. Prepare policy working papers for presentation to the Committee on Governance (COG), the Council and the Assembly.

Function 3 (incl. Expected results) Policy Implementation and Coordination - Manages and coordinates the implementation of HRM policy, achieving results such as:

• As primary focal person for HR policy matters, ensure/promote consistent and compliant application and implementation of HR policies, practices and procedures, and audit recommendations, in accordance with ICAO Staff Rules and Regulations and HR Manual provisions.
• Advise management and staff on the implementation of HRM policies, anticipating risks and evaluating consequences to the individual and the Organization.
• Ensure, coordinate or facilitate the effective roll-out and implementation of new or revised HR policies, guidelines and procedures by way of dissemination, communication, and awareness activities.
• Garner stakeholder support and commitment for the change process by ensuring supervisors and employees understand the rationale, value, application, and importance of the policy or procedure.
• Respond to queries and recommendations on HRM from internal and external auditors, as well as from the UN Joint Inspection Unit (JIU).
• Develop tools and reports to ensure HR policy management controls, and report on effectiveness of implementation and compliance levels.
• Provide oversight of policy initiatives so that policies clearly support and foster short-and long-term accomplishments.
• Conduct risk analysis and provide HR policy advice that promotes organizational behaviour aligned to ICAO’s strategic goals.
• Support the implementation of digital transformation initiatives, including implementation of electronic/paperless processes.

Function 4 (incl. Expected results) Policy Advice and Interpretation - Provide advice, interpretation and guidance on the application of the HR regulatory framework, policies, procedures and practice, achieving results such as:

• Provide advice, interpretation and guidance on HR policies, regulations and rules, to support accountability and oversight; advise on highly sensitive, potentially contentious cases, as well as exceptions and precedents.
• Provide policy advice/support to HRM, management and staff on administrative aspects and approaches in the application of HR-related policies, Staff Regulations, Staff Rules, and administrative issuances, in coordination with the DD/ADB HR, LEB, the Ethics Office, and other relevant entities. Consult/liaise with LEB on the legal interpretation of implementation of HR policies and on issues related to the administration of justice.
• Advise on HR policy feasibility, soundness, consistency and compatibility with the Staff Rules and Regulations, strategic priorities and initiatives, Council Decisions, existing policies, rules and provisions, audit recommendations, and their potential impact/risks.
• Analyse the implications associated with HR policies and all contractual modalities and provide expert advice and recommendations for practical HR business solutions.
• Consult with LEB on opinions regarding cases involving unusual and/or complex HR issues, including cases for which no, or few, precedents exist.
• Support/Advise management on compliance, quality assurance, and due diligence, in the implementation of HR policy and performance-related processes, e.g. application of waivers, exceptions and discretionary decisions, etc.
• Advise managers on complex cases and provide risk-based policy guidance to navigate the internal justice process, balancing individual and organizational interests.
• Contribute to the formulation of the ICAO strategic plan and HR strategies; contribute an HR 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 input and advice on human resources provisions in agreements and memoranda of understanding with other entities and organizations.

Function 5 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Comprehensive, expert knowledge and understanding of HR policies, practices, procedures, concepts and processes within a UN common system, national or international context. Knowledge of change management principles, strategies, and techniques for effective planning, implementation and evaluation of organizational change. Demonstrates appreciation for the impact of change on people, processes, procedures, leadership, and organizational culture. Ability to maintain a high degree of discretion, confidentiality, sensitivity and tact. Strong policy analysis, research, presentation, and writing skills. Ability to negotiate persuasively on sensitive and contentious issues. Advanced interviewing/information elicitation skills. 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.

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:

• Advanced university degree (Master's degree or academic equivalent) in human resources management, business administration, organizational development, administrative law, public or business administration, industrial psychology, social sciences or a related area is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• Desirable: Project Management Certification.

Job - Specific Qualification

Not available.

Work Experience

Essential:

• A minimum