Finance Associate, FIN

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 (AP); and Accounts Receivable (AR). 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, (iv) investments, banking, cash management and payments, including suppliers, consultants, travel advances and claims etc.; and (v) preparation of working papers for the Finance Committee, Council, and Assembly for ASV related areas.

The General Ledger and Reporting Unit is an integral part of ASV, responsible for the preparation of the Organization’s Financial Statements, the development of accounting systems, the formulation of accounting policies and procedures; and the maintenance of the accounts. The incumbent reports to the Associate Finance Analyst, who will provide overall direction, work assignments and instructions regarding tasks.

Supports monitoring, reconciliation and control of accounting records, achieving results such as:

• Scrutinize source documents for completeness, accuracy and validity of charges. Investigate erroneous charges and take appropriate corrective accounting action.
• Coordinate with Regional Offices, other bureaus, and CDI for adjustments resulting from reconciliation of the accounts, missing documentation or any other issues related to discrepancies in the accounts.
• Perform bank reconciliations and coordinate with relevant offices for adjustments and/or corrections.
• Reconcile and review suspense accounts and ensure proper clearance procedures have been followed.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making
• Assist with visualizations and updating information material such as web pages or brochures.

Contributes to the financial monitoring and reporting on the progress of implementation of assigned portfolio, achieving results such as:

• Extract details of income, expenditure, assets and liability from accounting system in order to analyze and verify accuracy and validity. Consolidate data for routine financial reports to stakeholders for the assigned portfolio.
• Communicate with the Accounts Receivable Unit and programmatic staff to ensure that receipts are timely recorded in accordance with policies and procedures.
• Provide guidance and training to colleagues as required. Respond to queries from staff members and third parties.
• Assist with the monitoring of expenditures to ensure they remain within authorized levels. Prepare vouchers to replenish imprest accounts.

Prepares accurate and timely reconciliations and IPSAS-compliant accounting entries, achieving results such as:

• Assist with the preparation of accounting entries, and reconciliations to ensure that revenue, deferred revenue, and accruals are accounted for and complete in accordance with relevant International Public Sector Accounting Standards (IPSAS). 
• Prepare account reconciliations and drafts, adjusting entries as required for the month- and year-end accounting closure.
• Communicate with Accounts Receivable Unit, Accounts Payable Unit, Financial Monitoring and Support Unit, Travel Services Unit and Treasury to ensure that all transactions have been processed in the ERP system prior to month-end closure.
• Follow up on and take necessary actions to resolve issues regarding the un-reconciled items.
• Review trial balances and accounting records to ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained for extra-budgetary activities.

Maintains accurate administrative records and participates in the review and improvement of ERP systems, policies, and procedures, achieving results such as:

• Provide input on the review of policies and procedures; communicate with ICT on improving existing reports and creating new reports based on management and programmatic area requirements.
• Draft a range of documents and correspondence, and organize meetings and workshops.
• Maintain the Unit’s documents repository, administrative records, and intranet pages.

Performs other related duties, as assigned.

Essential 

• Completion of high school diploma or equivalent is required.

Desirable

• Diploma of College Studies (DEC) or equivalent, with specialization in accounting or finance.
• Formal training resulting in an accounting certification such as CA, CPA.

Essential 

• A minimum of six (6) years of relevant work experience in accounting, budgeting, financial management, or a related field.
• Experience with spreadsheets, word processing and ERP systems.

Desirable

• Experience in accounting under International Public Sector Accounting Standards (IPSAS) or other General Accepted Accounting Principles (GAAP).

Essential 

• Fluent reading, writing and speaking abilities in English.

Desirable 

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

Professionalism: Strong analytical and problem-solving skills. 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.

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.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

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 fixed-term basis for an initial period of one year. 

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.

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: Careers (icao.int).

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.