Human Resources Assistant

The Human Resources Assistant supports operational aspects of HR management including contract management, entitlement administration, social security and pension administration, separation handling and servicing retirees. The role involves assisting staff with insurance and pension plans, maintaining databases, and providing administrative support to the HR section.

Responsibilities

• Assist staff members and members of Delegations and their eligible family members to complete forms and obtain Medicare cards.
• Prepare correspondence and liaise with Protocol Quebec and the RAMQ Office for Medicare card formalities and problem resolution.
• Maintain the Medicare database and follow-up system for renewal and retrieval of Medicare cards.
• Brief new staff and Delegations about the ICAO group MBP and assist with application cards.
• Brief staff on The Hartford Life Insurance and Non-Occupational Risk Insurance and assist with coverage implementation.
• Provide information and forms on visitor’s insurance to ineligible individuals.
• Debrief separating staff on after-service coverage and assist with necessary forms and premium payments.
• Maintain database changes related to ICAO group MBP, Group Life insurance and Non-Occupational Risk Insurance and produce monthly adjustment lists for Payroll, Accounts and insurance companies.
• Produce and update monthly lists of staff eligible for Global Telehealth and International Employee Assistance Program and submit to providers.
• Respond to participant questions regarding insurance plans and assist with claim problems.
• Brief staff about the UN Pension Fund and assist with enrolment documentation and certificates.
• Ensure forms and documentation are sent to the Pension Fund in New York after certification.
• Debrief departing members on pension entitlements and provide necessary forms.
• Ensure separation notifications and payment instructions are sent promptly to avoid delays in retirement benefits.
• Calculate pension estimates and assist in requesting UNJSPF calculations for restoration and validation costs.
• Prepare TWIMC letters for retirees regarding pension contributions for tax purposes.
• Ensure pension file data is current and changes are reported to the UN Pension Fund and reflected on insurance cards.
• Review Status Reports and pension forms for submission to the Pension Fund Secretariat.
• Assist with preparation and verification of data concerning pension contributions and insurance matters.
• Maintain awareness of pension rules and implement new procedures as introduced by the Pension Fund Secretariat.
• Assist surviving beneficiaries with entitlements following death of retiree or staff member.
• Draft correspondence, staff notices, working papers, minutes, reports, presentations, and tables, often confidential or urgent.
• Liaise with the ICAO Medical Centre nurse regarding medical clearances and assessments.
• Assist in emergency situations in absence of nurse or Medical Consultant.
• Draft and post State Letters and terms of references for secondment opportunities.
• Monitor receipt of nominations and respond to candidate queries.
• Summarize nominations and maintain tracking system and statistics for secondments.
• Perform other related duties as assigned.

Requirements

• Successful completion of secondary level education.
• Additional training or certification in human resources, business administration, or a related field is desirable.
• A minimum of 5 years’ administrative experience in human resources or a related field.
• Knowledge 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.
• Work experience within an international organization or a government is desirable.
• Experience within the UN system is desirable.
• Fluent reading, writing and speaking abilities in English and French.
• A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish) is desirable.

Skills

• Human Resources Administration
• Contract Management
• Entitlements and Benefits Administration
• Social Security Benefits
• Pension Administration
• Medical Benefits Plans
• Staff Rules Application
• Protocol Handling
• Database Management
• Retiree Services

Languages

English, French