Records clerk Jobs in Montreal, QC

JOB DESCRIPTION

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.

ICAO Core Values : Integrity, Professionalism, Respect for Diversity.

THE ORGANIZATIONAL SETTING

The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA handles operational HR management tasks such as contract management, benefits administration, separation procedures, retiree services, social security and pension administration, staff accreditation, and oversight of the medical clinic.

The incumbent reports directly to the Chief of SEA, who provides overall guidance and consults on complex issues.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 : Organizes and maintains the Human Resources registry system, achieving results such as :

• Setting up and maintaining the HR registry system according to ICAO rules and procedures.
• Creating new subject files and disposing of old files per retention schedules.
• Maintaining archives, ensuring files are stored securely and are accessible.
• Providing photocopies from confidential registry files upon request.
• Coordinating collection of reference and background material.
• Preparing correspondence and reports related to registry activities.
• Creating and maintaining an electronic HR registry system.

Function 2 : Establishes effective records management, with results such as :

Function 3 : Coordinates and records progress of digital HR record filing, including :

Function 4 : Performs quality control functions such as :

Function 5 : Develops and maintains an organized, user-friendly Records and Registry Room, including :

Function 6 : Supports office functions, statistics, and surveys, such as :

Function 7 : Coordinates SEA activities, including :

Function 8 : Performs other duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Education : Secondary education with relevant office automation training or related field.

Professional Experience :

Languages :

COMPETENCIES

Professionalism : Knowledge of office automation, registry procedures, and organization of work. Demonstrates pride, mastery, and efficiency in work, remaining calm under stress.

Teamwork : Collaborates effectively, values others’ ideas, supports team decisions, and shares credit.

Accountability : Takes responsibility for work, meets deadlines, and adheres to regulations.

Planning and Organizing : Sets clear goals, prioritizes, allocates resources, and adjusts plans as needed.

Client Orientation : Understands and meets client needs, communicates progress, and maintains trust.

CONDITIONS OF EMPLOYMENT

This is a locally-recruited position open to Canadian Citizens, Permanent Residents, and those with a work permit. The initial appointment is for three years, with the first year probationary. ICAO staff are international civil servants subject to the Secretary General’s authority and conduct standards.

Remuneration : Level G-5, CAD 45,127 per annum.

HOW TO APPLY

Complete an online application on the ICAO Careers website .

NOTICE TO CANDIDATES

ICAO does NOT charge fees or request money at any stage. Beware of fraudulent requests.

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