Job Opening

Posting Title: Finance Officer, P4
Job Code Title: FINANCE OFFICER
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 25 August 2021 - 26 September 2021
Job Opening Number: 21-Finance-ICAO-162381-R-Montreal (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Finance Branch (FIN) is responsible for developing and applying budgetary, accounting and financial policies and procedures and for the efficient financial management of the approved budget in accordance with the Financial Regulations and Rules, the Assembly and Council directives. One of ICAO’s Funds is the Ancillary Revenue Generation Fund (ARGF), which was created in 2008 to consolidate revenues from ICAO’s revenue generating activities, and to strengthen those revenue streams and manage costs effectively, in accordance with Council Decision (C-DEC 177/2). Its main goal is to maximize revenue generation opportunities and serve as a financial-supporting element for the organization to achieve its Strategic Objectives.

The role of the incumbent is that of budgetary and financial control. The Finance Officer is responsible for budgeting and for the planning, coordination and management of the financial activities relating to ARGF. The incumbent ensures the smooth, accurate, and timely operation of financial transactions, and provides timely and accurate financial analyses through management reports and makes strategic financial management recommendations.
The incumbent reports directly to the Chief, Finance Branch (C/FIN) who provides coaching if necessary, performance review, and support on complex issues. In addition to working with FIN staff, the incumbent also works closely with the Chief, Revenue and Product Management Section (C/RPM), as well as the Office of the Director of the Bureau of Administration and Services (D/ADB) which oversees the operations of the ARGF.

Responsibilities

Function 1 (incl. expected results)
Leads, and prepares the budget and financial plans for revenue generating and cost recovery activities, achieving results such as:
•Prepare the triennial and annual budget estimates for the revenue generating activities and cost recovery activities (e.g. Ancillary Revenue Generation Fund (ARGF)), together with related documentation and supporting data for consideration by the legislative bodies including the Finance Committee and ICAO Council.
•Advise on, and coordinate the preparation of budgets/ financial plans with senior managers and consolidate all proposals, ensuring justifications and explanations are valid, proposing alternatives and coordinating mid-year reviews, as necessary.
•Train and provide direction to senior managers on the budget preparation process, taking into account the needs and requirements of revenue generation and cost recovery project activities.
•Analyse, validate and verify budgetary data and information received for final submission and approval by the Revenue Generation Governance Board (RGGB), the Finance Committee and the ICAO Council.
•Provide substantive input to the development of the ARGF Operating Plan, and make recommendations on how to integrate the Strategic Objectives into the ARGF Operating Plan and management process, and into the budgeting process, in accordance with the planning framework established by RGGB and by Council.
•Attend and participate in management meetings related to ARGF budget and prepare all required pertinent budgetary reports for discussions and for presentation to the Finance Committee and the ICAO Council.
•Review and analyse budget variances and prepare revised financial forecasts based on historical data and new proposed projected revenues and expenses as necessary.

Function 2 (incl. expected results)
Administers the budget and monitors the utilization of funds of revenue generating and cost recovery activities, achieving results such as:
•Implement effective budget management of the revenue generating and cost recovery activities (e.g. ARGF) and by monitoring revenue, expenditures and commitments against budget and prepare all financial and budgetary statements and reports to ensure conformity to ICAO Financial Regulations, Rules and Procedures as well as the Operating Plan established by RGGB and the ICAO Council.
•Manage and supervise all data entries to ensure application of, and compliance with regulations, rules, procedures of the budget implementation, financial management and reporting against budget.
•Validate and certify availability of funds and confirm the accuracy of the funding codes based on approved budget for coding of transactions in the Enterprise Resource Planning (ERP) system and eRecruiter and recommend reallocation of funds as necessary by maintaining liaison with allotment holders (Directors/Chiefs).
•Evaluate the implementation of the financial plans for each Bureau/Office (e.g. ARGF reserve funds) and investigate major deviations, suggesting corrective actions.
•Ensure that all changes to appropriations, allotments, and year-end closings are prepared in a timely manner.
•Manage and coordinate financial activities by monitoring the processing of accounting transactions to ensure timely and accurate recording and correct representation of ARGF accounts on an ongoing basis.
•Assess staffing and other expenditure requests and make recommendations on availability of funds.
•Conduct review of the actual performance against budget estimates with C/RPM and RPM Section Heads for the purpose of evaluating and monitoring project/product activity results.
•Participate in meetings with the relevant senior management (e.g. D/ADB and C/RPM for ARGF) to review operating results against targets and participate in the discussions of financial matters requiring attention and make recommendations for the resolution of problems and issues that may arise.
•Monitor and control staff costs and validate the funding information of posts against the approved budget.
•Analyse data entries and measure and track actual performance against budget estimates to ensure ARGF is not overspent.

Function 3 (incl. expected results)
Develops and applies financial and accounting policies and procedures relating to revenue generating and cost recovery activities to ensure the efficiency and accurate recording of financial transactions, achieving results such as:
•Supervise the update of the ICAO IPSAS policies and procedures in accordance with new IPSAS releases and revisions.
•Supervise the examination of existing procedures and policies for internal control weaknesses and segregation of duty conflicts and propose changes, as appropriate.
•Supervise the update of the financial accountability matrix.
•Provide senior management with budgetary and reporting advice and guidance including conformity with the International Public Sector Accounting Standards (IPSAS).
•Develop guidelines and procedures for the budget and ensure all data and information required are received promptly from various Bureaus, Branches and Offices, as well as the RGGB.
•Regularly review current practices, formulate recommendations, including changes/modifications in procedures, guidelines and systems in order to maintain the efficient functioning of the activities.
•Train, coach, and share knowledge of administrative and financial policies and procedures and practices to Section Chief and senior management to ensure consistency in processes and correct recording of transactions.
•Ensure that the financial statements of the accounts/funds are prepared in accordance with ICAO Financial Regulations, rules, IPSAS, directives and established procedures, and that reports are submitted by due dates and in the required format.

Function 4 (incl. expected results)
Financial Reporting - Prepares periodic and year-end financial statements and reports related to revenue producing and cost recovery activities, achieving results such as:
•Prepare monthly and quarterly performance reports for management review and for posting on the ICAO Council website.
•Prepare budgetary and financial analysis reports and statistics on trends required for the RGGB meetings and for inclusion in the working papers and other reports to the Finance Committee and the ICAO Council.
•Provide analytical financial project reports to ICAO Bureaus, Section Chiefs and senior managers for their review, in achieving revenue targets approved by Council (e.g. event revenues, publication revenues and revenues at the project level).
•Ensure the design of reports reflects progress by Strategic Objectives with respect to results stated in the budget and the Operating Plan.
•Prepare working papers, including summary tables and reports, for the Finance Committee, Council and Assembly on financial matters.
•Produce financial statements and corresponding notes in the audited ICAO financial statements.
•Liaise with and collaborate on responses to the Internal and External Auditors by ensuring documentation requested is provided accurately and on time, including on special queries.
•Plan, manage and liaise with, Head, General Ledger and Reporting Unit, business owners (e.g. C/RPM and the RPM Section) and staff on the monthly and year-end closing activity timelines and closing requirements.
•Calculate the cost of goods sold, reconcile inventory records and record year-end inventory value adjusting entries to ensure that the inventory general ledger (GL) account is adjusted to the year-end inventory record value.
•Ensure complete and accurate representation of fund accounts on month-end reports and year-end financial statements.
•Develop and maintain the configuration, structure and coding of the revenue producing and cost recovery activities in the General Ledger such that it facilitates comparison, analyses, and assists business process owners in their review.
•Develop improved system generated reports in collaboration with Agresso Business Support staff and relevant Sections( e.g.C/RPM).

Function 5 (incl. expected results)
Provides strategic financial advice and guidance on revenue generating (e.g. ARGF) and on cost recovery operations, achieving results such as:
•Provide financial input/comments on MoUs and Agreements entered into with business partners such as IATA and partnership licenses and contracts to be signed with third parties.
•Review and conduct cost/benefit analysis of business cases for new products and services in conjunction with C/FIN and relevant business owners (e.g. C/RPM) by assessing profitability of projects using Return on Investment, discounted cash flow, and payback criteria such as net present value and internal rate of return.
•Monitor new projects through their lifecycle against revenue and cost projections in order to track their performances.
•Manage and monitor foreign currency exposure, particularly for activities denominated in USD (such as Publications and Events) in order to minimize foreign exchange risks.

Function 6 (incl. expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Extensive knowledge of International Public Sector Accounting Standards (IPSAS); knowledge of, and ability to prepare budgets and financial statements; ability to identify and improve internal control weaknesses; ability to analyse, define and propose solutions to accounting and commercial issues and cases; ability to prepare financial analyses and reports; knowledge of financial regulations and rules in a public sector or international organization; proven ability and experience in planning and supervision; excellent communication skills, both written and verbal; demonstrates integrity. 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.

Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

Essential
A first level university degree in accounting, finance, or in a related field. An accounting certification such as a CA or CPA.

Work Experience

Essential:
•A minimum of ten (10) years of relevant professional experience in accounting and financial management.
•Accounting and financial reporting experience in a public sector or international organization.
•Experience with International Public Sector Accounting Standards (IPSAS).
•Experience with financial systems/finance modules of an enterprise resource planning (ERP) system.
•Experience with financial operations management and in working with different currencies.
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Desirable:
•Experience in developing and implementing accounting and financial rules and procedures in a United Nations (UN) system organization.
•Experience with the Agresso ERP system.

Languages

Essential
•Fluent reading, writing and speaking abilities in English.

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

The ICAO Assembly recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of 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, in accordance with the provisions of the ICAO service code.

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 P-4RateNet Base Salary per annum+Post Adjustment (net) per annum (*)
USD 74,913 USD $38,880
(*) Post Adjustment is subject to change.

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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

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