Finance and Administrative Associate, WACAF

Job Description

Finance and Administrative Associate, WACAF.

The Organizational Setting

The Regional Office is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate international organizations, regional civil aviation bodies, sub-regional bodies and UN Agencies and programmes. In addition, the Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States/Territories in their implementation activities.

Major duties and Responsibilities

Function1 (incl. Expected results)

Provides accounting and financial support to the Administrative Officer, achieving results such as:

• Maintain financial and accounting records entering in Agresso System, monitors system to review and reconcile expenditures, balances, payments, statements, and other data related to day-to-day transactions and reports ensuring that all financial transactions and accounting are in line with Regional Offices Accounting Procedures Manual.
• Raise Purchase Requisitions in Agresso ensuring accuracy of accounting information, make necessary calculations to chargeable accounts and provide relevant supporting documents, prepares Purchase Order.
• Check and verify suppliers’ invoices, prepares documents and corresponding payment vouchers for approval by the approving authorities and process Invoice Registration in Agresso.
• Prepare monthly accounting and financial reports, journal and ledger in accordance with the Agresso System.
• Prepare and maintain monthly cash books, including control of disbursements and balancing of books and ledgers, reconcile cash books with bank statements, prepare monthly bank reconciliation report for submission to Headquarters; prepare other financial reports and statistics, as may be required.
• Optimize the use of funds provided for the meeting and mission travel programmes through the preparation of budget estimates. Prepare detailed cost estimates and projections for operational expenditures for the purpose of budget analysis and financial planning, provides periodic update. Arrange for the purchase of mission air tickets, prepares mission travel authorizations, and claims settlements. Respond to Headquarters’ queries in this respect.
• Take custody of Petty Cash, disburses in accordance with the established procedures, prepare Petty Cash statement for replenishment.
• Monitor local bank accounts and recommends replenishment of the accounts, as required.
• Maintain liaison with officials of local banks to obtain day-to-day information on currency exchange rates and interest rates, monitor any changes in procedures and regulations and matters pertaining to maintenance of office bank accounts.
• Assist Administrative Officer in preparing triennium budget.
• Maintain status of accounts and generate budget status report for the information of the Regional Director and Deputy Regional Director.
• Prepare recurring reports, as scheduled and specific budgetary reports for budget preparation, audits or other purposed, as may be required.
• Prepare year-end account closures reports and relevant tasks for year-end, or review by the Administrative Officer.
• Brief newly appointed staff members about all financial rules and regulations.
• Ensure all financial transactions and reconciliation for the Common premisses unit are done and accurate and all invoices paid on time.
• Play the role of Focal point for the BOS and ensures all entries are accurate and done within the deadlines.

Function 2 (incl. Expected results)

Ensures provision of procurement of goods, services, logistical services, and inventory control, achieving results such as:

• Liaise with the Common premises unit of the UN house for the procurement of goods and services.
• Process acquisition of goods and services required for the efficient office operations, ensuring the compliance with Procurement Code.
• Review purchase orders and confirm that goods and services have been provided, in conformity with the terms provided; prepare Goods Received Notes (GRNs) and process payments to Suppliers in a timely manner; ensure authorizations by certifying officer and correctness of allotment chargeable.
• Identify discrepancies between purchase orders and invoices and discuss them with Administrative Officer and/or Suppliers.
• Facilitate and co-ordinate with the Administrative Officer in the cost recovery process with the common premises unit.
• Maintain and update inventory list of furniture and equipment, including the Non-Expendable Property (NEP) report.
• Lead the annual inventory check of furniture and equipment, prepare annual report on the yearly purchase.
• Undertake the disposal and writing-off of obsolete or unserviceable office furniture and equipment at an appropriate schedule, ensuring compliance with the guidelines on the Management of Non-Expendable Property and related guidelines/procedures.

Function 3 (incl. Expected results)

Processes financial travel arrangements for staff members and participants from States, achieving results such as:

• Prepare and pay Daily Subsistence Allowance in advance, as per ICAO rules and in line with approved Travel Authorizations.

Prepare payment of tickets and processes invoices as agreed with travel agents and in accordance with ICAO financial rules and regulations.

• Ensure cost recovery process for travel paid by third parties is properly done and cash received properly recorded in the system using the relevant work order.
• Ensure funds received for travel are used for the agreed purpose and inform Admin Officer about any differences.

Function 4 (incl. Expected results)

Provides support to the Administrative Officer in the Human resources management, achieving results such as:

• Maintain the Human Resources records essentially for all staff.
• Assist the Administrative Officer in the recruitment processes within the regional office.
• Promptly process appointment letter for General Service staff, monitor and initiate renewal process in co-ordination with Administrative Officer.
• Assist the international staff on assumption of post, i.e. timely payment of Setting-in Grant, opening of bank account, and other logistics as may be required.
• Maintain up-to-date staff list and personnel information and assists the Administrative Officer in the provision of staff information to UNDSS for security matters.

Function 5 (incl. Expected results)

Provides back up for the Administrative Officer, whenever required.

Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience

Education

Essential

High school diploma or equivalent education is required. Training or certification in finance, accounting or business administration, is required.

Desirable

First level university degree in finance, accounting or related field, is desirable.

Professional experience

Essential

• A minimum of six (6) years of progressively responsible experience in the field of financial management, administration, accounting, budgetary control and monitoring in a large international organization, is required.
• Experience in office management, communication and coordination tasks, maintenance of records and files, is required.
• Experience in using integrated automated systems for the management of financial resources, is required.

Desirable

• Experience working in a multi-national and multi-cultural environment, is desirable.
• Experience with databases, computer generated lists and internal files which are used to update and monitor financial records, Personal computer, printers, and digital sender, is desirable.

Languages

Essential

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

Desirable

• A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish), is desirable.
• Local language of the duty station, is desirable.

Competencies

• Professionalism: Sound knowledge of UN practices and procedures, familiarity with ICAO’s activities, practices, and procedures, particularly of the administrative functions and structure of the Organization. Attention to detail and ability to complete financial documents accurately. Effective time management skills to ensure deadlines are met while balancing other priorities simultaneously. Comprehensive knowledge of spreadsheet proficiency programs to manage data efficiently. Good knowledge in office management and especially in financial management, communication and coordination tasks, maintenance of finance records and files, and competency in modern office technology; good knowledge of commonly used MS Office applications including, but not limited to, Word, Excel and PowerPoint; 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 al 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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening.

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 G-6 Net Base Salary per annum CFA Francs $14,509,000