Accounting 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 s.

The Accounts Receivable unit is responsible for the receipt and recording of assessed contributions and contributions for project activities, monthly billing, and reconciliation of Receivables. The incumbent reports to the Head of the Accounts Receivable unit.

Coordinates the receipt, allocation, and recording of funds related to Capacity Development and Implementation (CDI), achieving results such as:

• Process and record incoming funds in the appropriate revenue and bank accounts, ensuring completeness and accuracy of financial records. 
• Review and reconcile receipts with supporting documentation to ensure proper allocation to project accounts. 
• Investigate and resolve unidentified receipts, ensuring timely allocation to the correct beneficiary accounts. 
• Prepare and issue acknowledgements of receipt to donor representatives in a timely manner. 

Administers recoverable accounts related to National Delegations, achieving results such as:

• Prepare and issue monthly billings for operating costs and services provided to Delegations, ensuring accuracy and completeness. 
• Record and monitor recoverable amounts in the General Ledger, ensuring timely updates and reconciliation. 
• Coordinate receipt of supporting cost information from relevant units to ensure accurate billing. 
• Monitor outstanding balances and follow up on receivables to ensure timely reimbursement. 
• Issue statements of account and respond to Delegation queries, providing supporting documentation as required. 
• Escalate significant overdue balances to management for appropriate action.

Administers billing and accounts for the Group Medical Benefits Plan (MBP) for ICAO retirees, achieving results such as:

• Maintain and update records of plan members and account balances in coordination with the Human Resources Branch (HRB). 
• Prepare and dispatch annual billing, ensuring recovery of medical plan expenditures. 
• Monitor outstanding balances and follow up on unpaid accounts to support cost recovery. 

• Communicate unpaid balances to HRB to support eligibility control for reimbursements. 

  Contribute to improvements in billing processes, including system enhancements and automation initiatives.

Manages invoicing, monitoring, and reconciliation of Accounts Receivable, including Ancillary Revenue Generated Fund (ARGF) activities, achieving results such as:

• Prepare and issue invoices in a timely manner for ARGF activities, including training programmes, subscriptions, and events. 
• Record and recognize revenue in accordance with IPSAS standards and established policies. 
• Maintain accurate AR records, ensuring proper classification and completeness of transactions. 
• Monitor receivables and follow up on outstanding balances to support effective cash collection. 
• Issue customer statements and escalate delinquent accounts for further action. 
• Perform regular reconciliation of General Ledger receivable accounts and customer records, including aging analysis.
• Provide guidance to internal stakeholders on invoicing and receivables processes.

Supports year-end closing, audit activities, and continuity of Accounts Receivable operations, achieving results such as:

• Validate and reconcile AR balances for inclusion in financial statements, ensuring compliance with IPSAS. 
• Prepare supporting documentation and respond to audit queries in a timely and accurate manner. 
• Ensure completion of year-end activities within established deadlines. 
• Provide backup support across AR functions, including assessments receivable and publication sales. 
• Identify and propose improvements to AR processes to enhance efficiency and internal controls. Monitor system updates and contribute to the streamlining and automation of AR processes.

Performs other related duties as assigned.

Essential

High school diploma or equivalent, is required.

Desirable

Diploma of College Studies, including the successful completion of courses in accounting and computer processing. 

• A minimum of six (6) years' experience in accounting.
• Experience with analyzing financial data and reports.
• Experience with applying and interpreting financial rules and regulations.

Essential 

Fluent reading, writing and speaking abilities in English and French.

Desirable 

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

Essential 

• Fluent reading, writing and speaking abilities in English.

Desirable 

• A working knowledge of French or Spanish

Professionalism: Knowledge of computerized accounting systems and office automation; 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. 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.

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 fixed-term basis for an initial period of three (3) years (first year is probationary for an external candidate).

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.

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.