The Bureau of Administration and Services (ADB) plays a lead role in the productive and effective administrative management of the Organization by ensuring the provision of high-quality physical and human resources, applying the highest standards of work ethics and conduct, and using results‑based management skills and tools to support the Organization in implementing its Strategic Objectives.

The Human Resources Branch spearheads strategic projects and initiatives for People and Culture transformation through the People First strategy. This strategy supports key initiatives related to People Growth, Organizational Effectiveness, and the Employee Experience - enhancing organizational agility, fostering a positive culture, and elevating employee engagement.

The Talent and Organizational Development function leads and supports initiatives related to talent mobility, career development, employee engagement, workforce planning, and organizational effectiveness. The portfolio is at the centre of ICAO's current people transformation agenda and operates in a dynamic, project‑oriented environment.

Under the supervision of the Human Resources Specialist (Talent and Organizational Development), the Human Resources Associate contributes actively to the delivery and continuous improvement of the Talent and OD portfolio by providing high-quality coordination, implementation support, stakeholder follow‑up, and well‑structured outputs across a broad range of HR initiatives.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Talent Mobility and Career Development: support the implementation of talent mobility and career development initiatives, achieving results such as:

- Support the implementation of the Talent Mobility framework, including mobility pathways, pilots, policy development, and related processes.
- Assist in the delivery of career development programmes, including the Career Inspire Series, mentoring programme, career consultations, career development resources and tools, and career development events.
- Contribute to the talent mobility compendium planning, including data preparation, scheduling, and coordination with stakeholders.
- Maintain internal tools and tracking mechanisms providing visibility of mobility opportunities and talent pool status.
- Obtain and analyze participant feedback for programme evaluation and continuous improvement.

Function 2 (incl. Expected results)

Employee Engagement: support employee engagement initiatives, achieving results such as:

- Support implementation of employee engagement surveys, focus groups, and engagement initiatives, including logistics, facilitation support, and documentation.




- Prepare concise records of discussion, action points, briefing notes, presentations and communication materials.
- Maintain action‑planning and implementation trackers, monitor progress, and follow up with focal points on pending actions.
- Support communication and coordination with Bureaus, Offices and Regional Offices during engagement action planning and implementation.
- Consolidate inputs, identify gaps or delays, and bring issues requiring escalation to the attention of the supervisor.
- Support the preparation, publication and communication of engagement results and related materials.

Function 3 (incl. Expected results)

Employee Recognition: supports the implementation and administration of the Organization's award and recognition programmes, achieving results such as:

- Maintain and update the tracking tools for nominations, approvals, decisions, and follow‑up actions.
- Review and verify eligibility and background information in accordance with established guidelines.
- Coordinate documentation and communications with the Award Committee and relevant stakeholders.
- Prepare certificates, recognition materials and related correspondence in a timely and accurate manner.
- Support the administration and promotion of the recognition platform and related communication efforts across the Organization.
- Coordinate with suppliers and relevant administrative units regarding recognition items and materials, including updates or redesign as required.
- Contribute to improvements in nomination and follow‑up processes in line with approved frameworks and guidelines.

Function 4 (incl. Expected results)

Workforce Insight: support workforce insights, surveys and reporting activities, achieving results such as:

- Collect, compile and organize information related to workforce planning, talent management and organizational development activities.
- Prepare summaries and reports on programme implementation and status.
- Support survey administration, follow‑up and documentation of results.
- Assist in the preparation of workforce reports for Governing Bodies; coordinate translation and timely publication.




- Undertake research on HR practices and benchmarks across UN Common System organizations and comparable international institutions.

Function 5 (incl. Expected results)

HR Operational Effectiveness: Provides coordinated operational support for the implementation of talent and organizational development initiatives in compliance with ICAO rules, regulations and HR policies and guidelines, achieving results such as:

- Provide operational support across the Talent and Organizational Development portfolio, helping translate planned activities into well‑organized and timely implementation.
- Process and follow through on vendor records, purchase requisitions, purchase orders, receipts and related transactions in the enterprise system such as Quantum HCM.
- Liaise with relevant administrative units on procurement and tender‑related matters, ensuring timely processing, proper documentation and compliance with established procedures.
- Maintain and monitor financial, implementation and activity trackers, ensuring that information is accurate, current and usable for planning, follow‑up and reporting purposes.
- Coordinate timelines, meetings, deliverables and follow‑up actions across multiple workstreams, and proactively flag delays, gaps or issues requiring attention.
- Prepare implementation updates, summaries and status reports for supervisor review, highlighting progress, pending actions and issues requiring follow‑up.
- Draft and format transparent, professional correspondence, briefing materials and internal communications in support of Talent and Organizational Development activities.

Function 6 (incl. Expected results)

- Performs other related duties, as assigned.

Qualifications and Experience

Education

- High school diploma or equivalent is required.
- A Diploma of college studies (DEC) or a first‑level university degree (Bachelor's or equivalent) in human resources, business administration, public administration, organizational psychology or a related field.
- Professional certification in HR (e.g. CHRP, SHRM‑CP, CIPD) or organizational development.

Professional experience

- A minimum of six (6) years of progressively responsible experience in human resources management or a related administrative field, within an international organization, Government or any large public sector organization.
- Demonstrated experience supporting the design, implementation, or administration of HR programmes or initiatives, such as employee engagement, recognition, career development, talent mobility or workforce planning.
- Experience coordinating activities, managing timelines and following through on deliverables across multiple stakeholders and organizational units.

📌 Human Resources Associate (Talent and Organizational Development) (Montreal)
🏢 International Civil Aviation Organization
📍 Montreal