Overview
Performs human resources functions related to group insurance, pension funds, and administrative support. Provides support on the engagement of seconded staff.
Key Responsibilities
- Assist staff members and members of Delegations to complete forms and obtain Medicare cards.
- Prepare correspondence and liaise with Protocol Quebec and RAMQ Office.
- Maintain the Medicare database and files.
- Brief new staff members on ICAO group MBP and The Hartford Life Insurance.
- Provide information on visitor’s insurance.
- Debrief staff on after-service coverage and assist with forms.
- Follow up on premium payments for ICAO group MBP coverage.
- Maintain database for ICAO group MBP, Group Life insurance and Non-Occupational Risk Insurance.
- Produce and update monthly lists for Global Telehealth (GT) and International Employee Assistance Program (EAP).
- Reply to questions pertaining to insurance plans and assist with claims.
- Prepare follow-up lists to remove ineligible children from ICAO group MBP.
- Brief staff members at HQ about the UN Pension Fund.
- Obtain necessary certificates for enrolment and provide forms.
- Ensure all entitlements are understood.
- Write to new staff in Regional Offices and follow up on enrolment.
- Ensure forms and documentation are prepared and sent to the Pension Fund.
- Debrief departing members on pension entitlements and provide forms.
- Write to staff in Regional Offices on pension matters.
- Ensure separation notifications and payment instructions are sent promptly to the Pension Fund.
- Calculate pension estimates and assist in requesting UNJSPF calculations.
- Prepare TWIMC letters for retirees.
- Ensure data on staff members' pension files is current.
- Review Status Reports and various other pension forms.
- Assist with the preparation and verification of data concerning pension contributions and insurance matters.
- Maintain awareness of changes in pension rules and regulations.
- Assist surviving beneficiaries with applicable entitlements.
- Review documentation, correspondence, pension entitlements, life insurance and medical insurance benefits.
- Assist in drafting correspondence, staff notices, working papers, minutes, reports, presentations, tables.
- Proofread for completeness, grammar, spelling and meaning.
- Liaise with the nurse of the ICAO Medical Centre to follow up on medical clearances.
- Assist in emergency situations in the absence of the nurse and/or ICAO Medical Consultant.
- Draft and post State Letters and corresponding terms of references.
- Monitor receipt of nominations and respond to queries.
- Summarize nominations received and supporting documents.
- Maintain a tracking system and statistics for state letters, nominations and selected candidates.
Required Experience
- 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 (desirable).
- Experience within the UN system (desirable).
Qualifications
- Successful completion of secondary level education.
- Additional training or certification in human resources, business administration, or a related field (desirable).
