JOB DESCRIPTION

The Organizational Setting

The Finance Branch is responsible for managing the financial resources of the Organization, developing and applying budgetary, accounting and financial policies, procedures and controls. The Branch also plays a key role in the custody and distribution of financial resources, the monitoring of expenditures, and the strengthening of ongoing compliance with the International Public Sector Accounting Standards (IPSAS). The Accounting Services Section (ASV) and Financial Services Section (FSV) are the two sections under the Finance Branch.

The Accounting Services Section (ASV) encompasses three units: General Ledger and Reporting, which includes Treasury; Accounts Payable; and Accounts Receivable. ASV is responsible for (i) the development of accounting systems including the formulation of accounting policies and procedures; maintenance of the accounts (ii) preparation of periodic and year-end financial statements; (iii) calculation of scales of assessment on Member States, and the recording of payments and monitoring the status of assessments from Member States, (v) processing supplier invoices, travel advances and claims; and (iv) preparation of working papers for the Finance Committee, Council, and Assembly for ASV related areas.

The Accounts Payable Unit ”s activities include reviewing and approving all payments to suppliers for goods and services procured by the Organization, maintaining accurate accounts payable records, assisting in preparing yearly financial statements related to the area of responsibility, applying the Financial Rules and Regulations and the Procurement Code, participating in formulating accounting procedures, and providing support to requisitioning offices.

The incumbent works in a collaborative environment and reports directly to the Head of the Accounts Payable Unit, who provides overall direction, work assignments, and instructions on tasks.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Invoice validation and processing, achieving results such as:

• Accurate and timely processing of incoming invoices for vendors, staff and consultants
• Timely process of invoices ensuring that updated expenditures are recorded in the Financial Statements
• Compliance with invoice payment terms
• Deviations from procurement code are escalated to Supervisor for timely and appropriate action
• Compliance with ICAO Procurement Code and contractual obligations

Function 2 (incl. Expected results)

Payment reprocessing and adjustments, achieving results such as:

• Handling corrections and reprocessing of incomplete or rejected/returned payments
• Execution of transaction reversals, cancellations, and adjustments
• Update of remittance instructions as needed

Function 3 (incl. Expected results)

Vendor account reconciliation, achieving results such as:

• Review of supplier statements to identify unrecorded or unbilled liabilities
• Detection and correction of transaction errors to improve financial accuracy
• Recording of obligations in line with International Public Sector Accounting Standards (IPSAS)

Function 4 (incl. Expected results)

Client inquiry management, achieving results such as:

• Provision of timely and effective responses to client queries from internal and external clients within established timelines
• Ensuring resolution of all assigned queries
• Maintaining up-to-date status on query resolutions

Function 5 (incl. Expected results)

Unit support and collaboration, achieving results such as:

• Support of Accounts Payable Unit operations and cross-functional activities, as needed
• Support of the Travel Services Unit payment activities, as needed
• Contributor to the periodic financial reporting activities
• Participation in knowledge sharing and training within the unit
• Collaboration with other Finance Units to resolve payment issues

Function 6 (incl. Expected results)

Performs other related duties as assigned.

QUALIFICATIONS AND EXPERIENCE

Educational background

Bachelor’s degree in Accounting, Finance, Business Administration (with accounting major), or in a related field

Professional experience and knowledge

Essential

• At least 6 years of Finance-related experience, of which at least 4 years is of practical operational accounting experience
• Practical experience in double entry transaction processing, preparing reconciliations and account analyses
• Experience using computerized accounting systems
• Experience in using Microsoft Excel at an intermediate skill level
• Aptitude for accurate figure work

Desirable

• Experience with United Nations Common System context
• Experience using business intelligence software

Language Skills

Essential

• Fluent reading, writing and speaking abilities in English are essential

Desirable

• A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish)

Conditions of Employment

It should be noted that this consultancy is to be filled for a period of 6 months with a possibility of an extension. This is a full time position.

Please note that the monthly rate for Band A varies from CAD 3 991 to CAD 5 172.

How to apply

Interested candidates must complete an on-line application form. To apply, please visit ICAO”s e-Recruitment website at: https://careers.icao.int.

Notice to Candidates

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.