JOB DESCRIPTION

The Organizational Setting

The Accounting Services Section (ASV) is responsible for the development of accounting systems, including the formulation of accounting policies and procedures; the maintenance of the accounts of the General Fund, Joint Financing Funds, Administrative and Operational Services Cost (AOSC) Fund and other miscellaneous funds; the maintenance of accounts for the Capacity Development and Implementation (CDI), consisting of projects under United Nations Development Programme (UNDP), Trust Funds, multiple agreements under the ICAO Civil Aviation Purchasing Service (CAPS), Management Service Agreements (MSAs) and related funds; the preparation of periodic and year-end financial statements for all accounts; the calculation of scales of assessment on Contracting States, the recording of payments and monitoring of status of assessments from Contracting States, including regional civil aviation bodies; the preparation of working papers for the Finance Committee (FIC), Council and Assembly; Treasury functions including investments, payments, banking and the preparation of cash and income projections; the processing of invoices, travel claims, fellowships and other payables, including the review and approval of duly certified invoices and other forms of payments of expenses of the Regular Programme and CDI; the maintenance of accounts for income from sales of publications, reimbursement from regional civil aviation bodies and other collections; and the processing of cash reports from Regional Offices and TC Projects

The post of Treasury Associate works under the General Ledger and Reporting Unit (GLU), which is supervised by the Treasury Officer and reports to Head General Ledger. The incumbent of the post is expected to work independently. The post requires frequent interaction and collaboration with clients in the Latin America region.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Evaluates, verifies and processes CDI project programme costs, achieving results such as:

· Verify that all cashbook transactions are properly supported with invoices, receipts, vouchers and bank statements.

• Verify that Agency Service Requests (ASRs) are issued correctly and posted to the correct accounts.

• Ensure that all local pensionable field staff amounts are processed promptly to meet strict Payroll deadlines.

• Act as a focal point with project staff, including Heads of Missions for matters related to processing of financial data in CDI mission offices.

• Ensure that CDI mission offices comply with ICAO Financial Rules and Regulations.

• Report any deviations from rules and procedures to Supervisor.

Function 2 (incl. Expected results)

Evaluates, verifies and processes UNDP Service Clearing Account (SCA) relating to Capacity Development and Implementation (CDI) and Regular Programme expenditures, achieving results such as:

· Timely and accurate processing of monthly SCA data ensuring a match with the corresponding Agency Service Request.

• Post ASRs in ERP (Quantum) ensuring accuracy of accounting data.

• Ensure that all local pensionable field staff amounts are processed promptly to meet strict Payroll deadlines.

• Correspond with various UNDP Country Offices on any discrepancies and request reversals as required.

• Prepare monthly UNDP Reject List and follow up on outstanding items with UNDP NY.

• Reconcile UNDP account balances with advances made from ICAO HQ.

Function 3 (incl. Expected results)

Prepares reconciliations of CDI mission offices’ imprest and petty cash accounts, achieving results such as:

· Monthly reconciliations of Imprest and petty cash accounts.

• Ensure that opening and closing balances are correct with GL account in Agresso.

• Identify and analyse all discrepancies.

• Promptly follow up on outstanding items.

• Proper management of petty cash accounts.

Function 4 (incl. Expected results)

Prepares reporting for UNDP requirements, including year-end reporting requirements and audit requests, achieving results such as:

• Reconcile and prepare Report 12A respecting mid- and year-end deadlines for submission.
• Prepare UNDP reports as mandated under the UNDP year-end closing deadline requirements.
• Download monthly data from UNDP SharePoint site and action as required.
• Ensure that all reports balance with year-end reporting figures and liaise with GLU as required.
• Answer all audit queries as required.

Function 5 (incl. Expected results)

Receives, evaluates and submits for approval the petty cash and imprest account replenishments requested by TC field offices, achieving results such as:

• Prompt replenishment of funds ensuring no interruption of project cash workflow.
• Prepare ASRs for petty cash replenishments on a timely basis.
• Ensure that cashbooks have been received on time and are in accordance with cashbook rules. Delay replenishments until satisfactory conclusion.
• Verify that replenishment requests are properly supported and certified by CDI.
• Reconcile monthly funds-in-transit account.
• Inform field offices of transfer of funds and ensuring proper recording in Quantum.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential:

• A Diploma of Collegial Studies (DEC) or equivalent, including the successful completion of courses in basic accounting.

Desirable:

• A first level university degree in Finance/Accounting.

Professional experience

1. Essential

· At least six (6) years of accounting experience.

Desirable

• Experience in working with different currencies.
• Experience in identifying and improving control weaknesses and associated risks.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

• Working knowledge of Spanish.
• Knowledge of any other language of the Organization (Arabic, Chinese, French, Russian).

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

• A working knowledge of French or Spanish

Competencies

Professionalism: Knowledge of computerized accounting systems including work with an ERP system; knowledge of the operational activities of ICAO or of similar United Nations or multilateral organizations; Ability to analyse financial data and reports; .ability to apply and interpret financial rules and regulations; Aptitude for figure work requiring accuracy. 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.

Conditions of Employment

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 364 days.

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 52,452

How To Apply

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