Org. Setting and Reporting

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate international organizations, regional civil aviation bodies, sub-regional bodies and UN Agencies and programmes. In addition, the Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States/Territories in their implementation activities. The Finance and Administrative Associate supports the Administrative Officer in the delivering highly specialised quality services in the areas of finance and accounting, human resources, procurement, inventory, conference services, building and maintenance, travel arrangement, attendance records, transportation services, security services and mastering all relevant rules, procedures, and guidelines. The incumbent is part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of ICAO. S/he takes a client-oriented and results-focused approach to administrative and financial procedures and practices in providing support and guidance to the Regional Office and ICAO projects. The Finance and Administrative Associate supports the Administrative Officer with whom s/he refers to for complex administrative and financial issues. The incumbent also supports the Administrative Officer in the supervision activities of the staff of the Administrative Unit, such as the Assistants / Driver/ Messenger, who perform financial-related and general administrative duties. The Finance and Administrative Associate support in oversight responsibilities includes financial tasks supervision, coaching and training, if necessary, as well as distribution of tasks. The incumbent, in coordination with the Administrative Officer, also supports the administrative and financial matters of the Regional sub-Office (RSO) and Pacific Small Island Developing States (PSIDS) Liaison Office (PLO), as required.

Responsibilities

Function 1 (incl. Expected results) Provides finance and accounting and financial support to the Administrative Officer, achieving results such as: • Maintains financial and accounting records entering in Agresso System, monitors system to review and reconcile expenditures, balances, payments, statements, and other data related to day-to-day transactions and reports ensuring that all financial transactions and accounting are in line with Regional Offices Accounting Procedures Manual. • Raise Purchase Requisitions in Agresso ensuring accuracy of accounting information, make necessary calculations to chargeable accounts and provide relevant supporting documents, prepare Purchase Order. • Check and verify suppliers’ invoices, prepare documents and corresponding payment vouchers for approval by the approving authorities and process Invoice Registration in Agresso. • Prepares monthly accounting and financial reports, journal, and ledger in accordance with the Agresso System. • Prepare and maintain monthly cash books, including control of disbursements and balancing of books and ledgers, reconcile cash books with bank statements, prepare monthly bank reconciliation report for submission to Headquarters; prepare other financial reports and statistics as may be required. • Optimize the use of funds provided for the meeting and mission travel programmes through the preparation of budget estimates. Prepare detailed cost estimates and projections for operational expenditures for the purpose of budget analysis and financial planning, provide periodic update. Arrange for the purchase of mission air tickets, prepare mission travel authorizations and claims settlements. Respond to Headquarters queries in this respect. • Prepare and calculate travel expenses, daily subsistence allowance (DSA), travel advance and other payments to staff members, experts, consultants, vendors, and other claimants, prepare invoice for travel expenses funded by other organization and arrange for recovery of payment. Takes custody of Petty Cash, disburse in accordance with the established procedures, prepare Petty Cash statement for replenishment. • Monitor local bank accounts and recommend replenishment of the accounts as required. • Maintains liaison with officials of local banks to obtain day-to-day information on currency exchange rates and interest rates, monitors any changes in procedures and regulations and matters pertaining to maintenance of office bank accounts. • Assist Administrative Officer and Deputy Regional Director in preparing triennium budget. • Maintains status of accounts and generate budget status report for the information of the Regional Director and Deputy Regional Director. • Prepare recurring reports as scheduled and specific budgetary reports for budget preparation, audits or other purposed, as may be required. • Prepare year end account closures reports and relevant tasks for yearend or review by the Administrative Officer. • Brief newly appointed staff members about all financial rules and regulations. • Assist the Administrative Officer with administrative and financial matters to the RSO and PLO as required. Function 2 (incl. Expected results) Provides support to Administrative Officer in Budgetary Control and ensure the timely payroll payment, achieving results such as: • Prepares detailed cost estimates and projections for operational expenditures, meetings, and mission travels for purpose of budget analysis and financial planning, provide periodic update. • Maintains status of accounts and generate budget status report for the information of the Regional Director and Deputy Regional Director. • Prepare recurring reports as scheduled and specific budgetary reports for budget preparation, audits or other purposed, as may be required. • Support the Administrative Officer in all aspects of accounts maintenance and budgetary control by providing reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems. • Liaise with Headquarters on payroll matters and prepare monthly payroll for Regional Office General Service (GS) staff and local portion payment for International Professional (IP) staff and enter in Agresso system. • Deposit the salaries of Regional Office GS staff on bi-monthly basis and Local portion payment for IP staff into their bank accounts. • Attend workshops/meetings concerning GS local salary surveys and contribute to gathering material for salaries as required by the Local Salary Survey Committee (LSSC). Function 3 (incl. Expected results) Ensures provision of procurement of goods, services, logistical services, and inventory control achieving such results as: • Survey, as required, availability of goods and services on the local market in accordance with specified requirements and standards. • Process acquisition of goods and services required for efficient office operations ensuring compliance with Procurement Code. • Review purchase orders and confirm that goods and services have been provided in conformity with the terms provided; prepare Goods Received Notes (GRNs) and process payment to Suppliers in a timely manner; ensure authorizations by certifying officer and correctness of allotment chargeable. • Identify discrepancies between purchase orders and invoices and discuss them with Administrative Officer and/or Suppliers. • Maintain and monitor long term agreement with local service providers, facilitate and co-ordinate with the Administrative Officer in the sourcing of service providers, engagement and/or renewal of service agreement. • Maintain and update inventory list of furniture and equipment including the Non-expendable Property (NEP) report. • Lead the annual inventory check of furniture and equipment, prepare annual report on the yearly purchase. • Undertake the disposal and writing-off of obsolete or unserviceable office furniture and equipment at an appropriate schedule ensuring compliance with the guidelines on the Management of Non-Expendable Property and related guidelines/procedures. Function 4 (incl. Expected results) Provides support to the Administrative Officer in the Human Resources Management for the RO, RSO, and PLO, achieving such results as: • Promptly process appointment letter for General Service staff, monitor and initiate renewal process in co-ordination with Administrative Officer. • Assists the international staff on assumption of post, i.e. timely payment of Setting-in Grant, opening of bank account, facilitate registration of communication device, accommodation and other logistics as may be required. • Provides assistance and advice to staff members on staff benefits and entitlements. • Maintain and monitor time and attendance record for staff and consultants, verify accuracy with the Staff Leave Records generated by Agresso and reconcile with HQ on discrepancies, follow up with staff members on the submission of leave requests, prepare monthly report to HQ on staff members’ travel. • Maintain up-to-date staff list and personnel information. Function 5 (incl. Expected results) Supports the Administrative Officer in other administrative and logistics arrangements, achieving such results as: • Contribute to meetings with activities such as travel arrangements including preparation of travel authorization, payment of advances and provision of supplies. • Coordinate with Administrative Assistants for the proper functioning of equipment of conference rooms, reproduction equipment and staff activities related to these preparations. • Monitor the mission/State improvement plan (SIP) and workshop allotted budgets including special funds projects. • Ensure that proper records are kept of travel authorizations and claims payments. • Facilitate access to information and keeping file of correspondence duly updated. • Arranges for procurement of meeting supplies and services including logistic, coffee breaks and issuance of contracts for freelance interpreters to support meetings organized by the Regional Office. • Supervise the Administrative Section staff and perform required tasks in the absence of the Administrative Officer. Function 6 (incl. Expected results) Provides support to the Administrative Officer in the management of building premises, achieving such results as: • Support the Administrative Officer in the coordinating the repair, maintenance, and upkeep of the office premises in good condition. • Liaise with vendors to ensure the renovation and improvements are done up to the expected standards and within the allotted timeframe. • Supervise the performance and outputs of contractual/outsourced personnel i.e. janitorial staff, security guards, amongst others. • Follow up on the regular maintenance of the fire distinguishers system and ensure the AED equipment is functional. • Ensure timely procurement and replacement of spare parts of the building premises, i.e. the interior and exterior of the building. Function 7 (incl. Expected results) Performs other related duties, as assigned.

Competencies

Professionalism: Sound knowledge of UN practices and procedures, familiarity with ICAO’s activities, practices, and procedures, particularly of the administrative functions and structure of the Organization. Attention to detail and ability to complete financial documents accurately. Effective time management skills to ensure deadlines are met while balancing other priorities simultaneously. Comprehensive knowledge of spreadsheet proficiency programs to manage data efficiently. Familiarity with ERP and financial management software used in UN or international organization. Ability to deal with sensitive and confidential matters in a prompt and discrete manner. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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.

Education

Essential: High school diploma or equivalent. Desirable A first-level university degree in accounting, finance, banking administration, business administration or related field.

Job – Specific Qualification

Not available.

Work Experience

• Minimum six (6) years of progressively responsible experience in financial management, accounting, budgetary control and monitoring, and administrative functions in a large multinational or international organization is required. • Experience in financial policies and procedures of the UN or large international organization is required. • Experience in using financial software/application, Enterprise Resource Planning (ERP) tools or software/application of similar nature is required. • Experience in co-ordinating different tasks simultaneously, use of applications/tools for accounting and financial database management is desirable. • Experience working in a multi-national and multi-cultural environment is desirable. • Experience in handling other administrative related tasks outside of financial field such as procurement, logistics, building management etc is desirable.

Languages

Essential Fluent reading, writing, and speaking abilities in English and a working knowledge of the official language of the duty station. Desirable A working knowledge of any other language of the Organization (Arabic, French, Russian, Spanish).

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 Thai Citizens, Permanent Residents of Thailand and applicants with a work permit. It should be noted that this post is to be filled on a fixed-term basis for an initial period of Three (3) years (first year is probationary for an external candidate). 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 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 THB 860,771

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.