Administrative Assistant, FIN

The Finance Branch is responsible for developing and applying budgetary accounting and financial policies and procedures; The financial management of the approved budget in accordance with the Financial Regulations and Rules and Assembly and Council directives. The latter involves the development of budget estimates for Council and Assembly consideration including the scale of assessment of the Contracting States contributions and when the budget is approved the issue and control of allotments through themaintenanceofaccountsforexpendituresandincomerelatingtosalariesservicesequipmentpurchasestravelcoststhesaleof funds are undertaken by the Finance Branch. Chief Finance Branch is the Secretary of the Finance Committee. As principal financial officer of the Organization the Chief Finance Branch maintains close liaison with the External Auditor and certifies all ICAO financial statements.

The incumbent reports directly to the Personal Associate to the Chief Finance incumbent performs duties assigned by Financial Services (FSV) and Accounting Services (ASV) and provides support to the Chief Finance Branch for routine tasks to be completed.

ProvidesofficeandadministrativesupporttotheFinanceBranchachievingresultssuchas:

• Prepareyear-endstatementsforSSAconsultantsasrequestedincoordinationwithAccountsPayableUnit.
• Providefull support to SectionChiefs inthe backgroundresearch andcompilationof relevant documentationfor reference and assist in the preparation of working papers for the Finance Committee Council and Assembly.
• Assistinthepreparationand submissionofStateLettersandStaffNoticesto languagesfortranslationand distribution.
• Correspond with banking institutions concerning the opening and closing of bank accounts and maintaining an up-to-date list of authorized signatories for approval by the Secretary General.
• Provide administrative support to supervisors in Finance Branch in the preparation of HR-related documents often of a confidential nature.
• Ensure all year-end instructions are submitted to all Directors and Chiefs of Sections at HQ Regional Offices Section Chiefs and Supervisors within the Finance Branch stipulating deadlines to be respected and following up on documentation outstanding.
• Co-ordinate as the appointed focal point the input and receipt of all data text for the year-end financial statements continually revising the documentation finalizing and submitting to the External Auditors respecting tight deadlines.
• Prepare year-end direct confirmation to banks and suppliers on behalf of the External Auditors providing constant monitoring and initiating contact with those who have not responded in order to obtain all feedback by the deadline.

Contributes to the management assignment and monitoring of tasks as well as ensuring their timely completion in co-ordination with Sections within the Finance Branchachieving results such as:

• ProvidesupporttoSectionChiefstofacilitatethecompletionoftasksbytrackingdeadlinesandmonitoringprogressoftask completion.
• ProvideupdatedandaccurateinformationonbehalfofSectionChiefstowardstheAnnualReporttotheCouncilcoordinating with others within Finance Branch.
• PerformproofreadingfunctionsandensurethattheformattingusedcomplieswithICAO standards.
• Reviewthoroughlyincomingcorrespondenceidentifyingitemsforsensitivetreatmentandmaintainingelectronic records.
• DispatchcorrespondenceoftenelectronicallyonbehalfofFinanceBranchandfollowingupcloselyonoutstandingresponses yet to be received.
• Transfer route and track files as well as pick up and hand deliver highly confidential files that may be needed inanotherSection.
  

Contributes to the production of documentation and reviews proofreads as well as edits correspondence and documentation originating from the Office of the Finance Branch achieving results such as:

• Processdocumentstobecompiledassembledandwithmark-upinbothWordandExcelfilesbymeansofelectronic submission coordinating with language sections for translation purposes in order to meet deadlines.
• Edit correspondence and preparing it for the signature of the Secretary General or the Chief Finance Branch ensuring the correct grammar and style as well as being consistent with ICAO rules and procedures are respected.
• Drafteditandfinalizedocumentsoftenofaconfidentialnaturesuchasworkingpapersreportsemailsandother correspondence.
• Assistinthedraftingofroutinecorrespondenceasrequiredforfinalapprovalbythe SecretaryGeneral.
• Maintain an up-to-date electronic filing system for quick and easy access consisting of correspondence reports notices manuals financial records etc.

ProvidesofficeservicesupportintheOfficeoftheFinanceBranchachievingsuchresultsas:

• EnsuretimelycompilationofdocumentationandreferencematerialfortheChiefofFinanceBranchtoattendvarious meetings including the ICAO Governing Bodies such as the Assembly Council and Finance Committee.
• Participate in the preparation of Oral Reports for acceptance by the Chief Finance Branch and approvals by the Secretary General and Chairperson of the Finance Committee.
• ActasFocalpointfortherecord-keepingofFINstaffmembersattendance.
• ActasFocalpointfortheonlinereservationoftheFINconference roomaswellasothermeeting rooms

Provides advice and guidance to General Service (GS) Accounting Officers and Accounting Clerks on administrative proceduresachievingresultssuchas:

• Providingoperationalback-upforAdministrativeandFinanceAssistant.
• Providingofadministrativeguidancerelatedtoproceduresandadherencetoprotocolamong others.
• Keeping abreast of provisions and amendments to ICAO administrative regulations rules policies and procedures informing Sections and ensuring correct and consistent application.
• Providing support to co-workers within the Finance Branch regarding queries on access to information in the ERP concerning leave and gaining access to reports.

Essential

HighSchoolDiplomaorequivalentis required.

Desirable

CompletionofsecretarialandofficeautomationcoursespreferablyinMicrosoftWordExceland Outlook.

Essential

• A minimum of five(5)yearsof experienceinadministrativework preferably inthefieldof administration.
• Experienceinpreparingcorrespondenceandreviewingworkingpapersreportsandpresentations.

Desirable

• ExperiencewithintheUnitedNationsCommonSystemcontext.
• Experience with ICAOs official activities practices and procedures and in particular of all administrative aspects of the Organization.
  

Essential

• FluentreadingwritingandspeakingabilitiesinEnglish.

Desirable

• AworkingknowledgeofanyotherlanguageoftheOrganization(ArabicChineseFrenchRussianSpanish).

Professionalism:Abilitytoanalysedefineandsuggestsolutionstoaccountingproblems;aptitudeforaccuratefigureworkandability to prepare financial reports; and advanced knowledge of Microsoft Office (Excel Word PowerPoint); strong knowledge of administrative procedures as well as office automation applications and maintenance of records; demonstrate initiative and a proactive approach to tasks while ensuring sound judgment thoroughness accuracy and attention to detail; ability to research a topic thoroughly develop and communicate ideas in a clear and logical manner; understanding of the international environment and the abilitytodealwithsensitiveandconfidentialmatterswithdiplomacyandtact; 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; showspersistencewhenfacedwithdifficultproblemsorchallenges; forincorporating 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.

PlanningandOrganizing:Developscleargoalsthatareconsistentwithagreedstrategies;identifiespriorityactivitiesandassignments; 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 matchesthemtoappropriatesolutions;monitorsongoingdevelopmentsinsideandoutsidetheclientsenvironmenttokeepinformed andanticipateproblems;keepsclientsinformedofprogressorsetbacksinprojects;meetstimelinefordeliveryofproductsorservices toclient.

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 a period of one (1) 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 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 ICAOs e-Recruitment website at: Notice to Candidates