Administrative and Finance Associate

Org. Setting and Reporting

The Revenue and Product Management Section (RPM) is responsible for revenue-generating activities in the Organization. The functions include the efficient planning, organization and implementation of marketing revenue-generating products emanating from ICAO intellectual properties. The Section is equally responsible for recommending, developing and executing advertising and promotional campaigns. Furthermore, the Section leads actively in the development of new products and services and recommends new business opportunities. The revenue-generating products and services consist of, but are not limited to: events; partnerships and licensing of ICAO Intellectual Properties (IP); ICAO periodicals and web listing advertising sales; data and statistical products; and traditional print and electronic publications. The Section also provides printing, reproduction and distribution services. The incumbent reports directly to the Chief, Revenue and Product Management Section (C/RPM), who will provide overall direction and instructions on tasks to be accomplished. However, since the post includes financial responsibilities, there is an indirect reporting relationship with the Finance Officer in the Finance Branch (FIN) for matters of a technical accounting nature. The incumbent will be required to use Agresso, ICAO’s financial system.

Responsibilities

Function 1 (incl. expected results) Assists C/RPM and supports the RPM Section with administrative and operational activities, achieving results such as: • Manage and maintain ARGF purchase order listing to ensure report is reliable, suppliers’ invoices are processed timely and to detect transaction errors. • Process change orders for purchase orders at the requests of C/RPM and RPM Unit Heads. • Monitor and verify past-due receivable accounts and recommend accounts to write off. • Provide account codes for requisitions and for staff and consultancy contract renewals based on budget. • Support activities of the RPM Finance Associate by assisting in tasks such as identifying funds received in connection with publication sales orders and releasing orders in the Sales Order System. • Provide support to RPM Administrative Assistants on administrative tasks of the Unit. Function 2 (incl. expected results) Provides assistance to RPM on the Human Resources Plan and on other financial matters, achieving results such as: • Assist C/RPM in the update of the RPM Human Resources (HR) Plan for submission to the Office of D/ADB. • Reconcile posts of the HR plan of the Section with budget. • Track and report on ARGF vacant and encumbered funded posts and consultancy contracts. • Prepare headcount tables for ARGF posts and consultants to be included in the working papers. • Produce monthly status reports of special projects which are funded by ARGF Reserves. • Provide financial enquiries and reports from the Agresso Financial ERP system. • Perform analysis and provide assistance on revenue generation activities questions. Function 3 (incl. expected results) Provides support with the update of the ARGF budget and the analysis of accounts of the ARGF funds in Agresso, achieving results such as: • Assist in the update of the budget worksheets and reports in collaboration with Unit Heads and in coordination with the Finance Officer. • Prepare budget data files to be approved by the Finance Officer for upload to Agresso. • Maintain ARGF budget financial back-up documents and related records to be included in the working papers. • Review and reconcile General Ledger Accounts in Agresso. • Report on the status of the General Ledger accounts to the Finance Officer and flag items requiring attention. • Produce year-end account reconciliation files to support the General Ledger closing account balances. Function 4 (incl. expected results) Provides other financial support and services, achieving results such as: • Prepare recurring accounting entries for posting to the General Ledger. • Investigate discrepancies from requests and documents received and postings made in Agresso. • Assist in updating various financial worksheets and reports, including background data for C-WPs. • Initiate requests for creating new project and work order account codes for the RPM Section. Function 5 (incl. expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Awareness and application of internal controls governing accounts payable, accruals and budgeting; ability to analyse financial data and reports; ability to understand and interpret financial rules and regulations as well as procurement guidelines; advanced proficiency in Excel and MS Office Word; experience with Enterprise Resource Planning (ERP) systems. 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; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 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. Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Education

A Diploma of College Studies (DEC), or equivalent, including proof of successful completion of courses in accounting fundamentals and computer processing is required.

Job – Specific Qualification

Not available.

Work Experience

• A minimum of six (6) years of experience in office administration and accounting is required. • Accounting experience in invoicing, procurement and accounts payable payment processes is required. • Experience in analysing financial data and reports is required. • Familiarity with the Agresso ERP system is desirable.

Languages

• Fluent reading, writing and speaking abilities in English is required. • A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit. It should be noted that this post is to be filled on a temporary basis for a period of six (6) months. ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: Level Net Base Salary per annum G-6 CAD 49,278

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis. Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.