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Friday, January 16, 2015

Personal Associate Montréal


Closing date: Friday, 23 January 2015
Post Title: Personal Associate
Vacancy Notice: 2015/04/G 110902
Level: G-7
Posting Period: 12 - 23 January 2015
Duty Station: Montréal
Date for entry on duty: After 13 March 2015
THE ORGANI ZATI ONAL SETTI NG
The Finance Branch (FIN) 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 Member States' contributions and, once approved, the issue and control of allotments through the maintenance of accounts for expenditures and income relating to salaries, services, equipment purchases, travel costs, the sale of publications, etc., under both the Regular and Technical Co-operation programmes. The banking and investment of the Organization's funds are undertaken by FIN. The payroll of all Headquarters and Regional Offices for both Professional and General Service staff and, also, processing and payment to Consultants at ICAO is handled by FIN. Tax matters and handling of the reimbursement to US National is under FIN's scope. In addition, the Chief, Finance Branch (C/FIN) is the Secretary of the Finance Committee (FIC). As Principal Financial Officer of the Organization, C/FIN maintains close liaison with the External Auditor and certifies all ICAO financial statements. In addition, the Strategic Planning Office is part of FIN encompassing the Strategic Objectives and supporting the Implementation Strategies of the Organization, the Rolling Business Plan, Risk Register and ICAO Knowledge Shared Network (IKSN).
The incumbent reports directly to C/FIN, from whom s/he receives direction and whom s/he consults on complex financial and office management planning often including high-level and confidential issues.
MAJOR DUTI ES AND RESPONSI BI LI TI ES
Functi on 1 (i ncl . Expected resul ts) Prepare, coordinate and establish the Work Programme of the FIC, one of the standing committees of the Council, achieving results such as:
  • Providing full support to C/FIN as Secretary of FIC.
  • Prepare briefings for C/FIN on all matters related to the work programme of the FIC as well as the Council when the FIC is related.
  • Independently liaise with the Offices of the President of the Council, the Secretary General, the Chairman of the FIC, Delegations and others to establish schedules relating to the work programme of the Council and FIC. Liaise with other Bureaus and Offices on subjects covered and attendance in FIC meetings.
  • Establish schedules of finance-related Council and FIC Decisions; collect information from identified responsible Offices and update schedules to assist C/FIN to monitor follow-up action and implementation.
  • Draft and update forecasts of documentation (working papers, orders of business, etc.) for the Council and FIC to ensure the timely distribution of documentation. Keep abreast of changing special requirements and deadlines regarding documentation and keep C/FIN informed.
  • Ensure FIC documentation is available online and update financial information on the FIC Secretariat Site and Council Web Site. Examples of items posted on site are: Risk Registers, Rolling Business Plan, IKSN documentation, Status of Assessments and Voluntary Contributions, etc.
  • Address queries from Representatives on the Council and direct to responsible and coordinate timely responses.
  • Efficient and timely submission of FIN's contribution to the Annual Report of the Council document.
Functi on 2 (i ncl . Expected resul ts) Prepare, coordinate and establish the Work Programme of the Administrative Commission of the Assembly, achieving results such as:
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  • Providing full support to C/FIN as Secretary of the Administrative Commission.
  • Prepare briefings for C/FIN on all matters related to the work programme of the Administrative Commission as well as the Assembly when the Administrative Commission is related.
  • Independently liaise with the Offices of the President of the Council, the Secretary General, the Chairman of FIC, Delegations and others to establish schedules relating to the work programme of the Administrative Commission.
  • Focal point for FIN for Assembly matters handling tasks such as submitting the daily contribution to the Daily Bulletin, etc.
  • Communicate prior to the Assembly and almost daily during the status of Member State's with voting rights suspended to ensure a State without voting rights not be given the ability to vote.
  • Coordinat e the preparation, provide input and issue official financial documents such as the Assembly Report of the Administrative Commission, the Financial Regulations and the Financial Regulations and Rules, Budget of the Organization and other financial documents both in draft form and as a result of decisions taken at the Assembly.
  • Establish schedules of finance-related Assembly Resolutions; collect information from identified responsible Offices and update schedules to assist C/FIN to monitor follow-up action and implementation.
  • Draft and update forecasts of documentation (working papers, orders of business, etc.) for the Administrative Commission to ensure the timely distribution of documentation.

    • Functi on 3 (i ncl . Expected resul ts) Manage the United States and Canadian tax matters, achieving results such as:
    • Ensure the issuance of the yearly Staff Notice related to the instructions for reporting income received from ICAO on the Canadian Federal and Provincial income tax returns for the year.
    • Serve as focal point for claims and queries relating to income tax matters, particularly those relating to the United States and Canada for both Regular Programme and Technical Co-operation Bureau (TCB) staff. Peak times are twice yearly when Canadian and US income tax claims are submitted.
    • Act as main focal point and tax expert in FIN for tax matters.
    • Liaise with HR and Payroll Office on income tax matters.
    • Prepare the calculation and ensure claims for reimbursement of taxes to staff members are promptly issued and then submitted to the respective national authority in accordance with the terms of the Agreements and follow-up on receipt of payments.
    • Maintain ties and communicate directly with the Canadian Provincial and Federal Governments as well as the US Government (Internal Revenue Service) and keep abreast of tax matters. Anazlyze data, information and/or figures both communicated and received with respective governments.
    Functi on 4 (i ncl . Expected resul ts) Serve as focal point for FIN, including role of the HR Focal Point, and attend meetings of various groups such as the Secretariat Group on Efficiency, achieving results such as:
    • Representing FIN in meetings and act as FIN focal point for at least two Secretariat working groups for example the Secretariat Group on Efficiency (SGOE) and the Subgroup on Coordination on Publications as well as Web Content Management (WCM) and Electronic Document and Record Management System (EDRMS).
    • Attend meetings, as necessary and when possible, on behalf of C/FIN (i.e. Priority Board).
    • The SGOE is Chaired by the Personal Assistant of both the Secretary General and the President of the Council. The focal point's Involvement in SGOE requires capability to draft and write new policies of the Organization as well as provide feedback and bring forward ideas and initiatives to improve the efficiency of the working methods of the Organization.
    • Provide input and feedback related to the mandate of the Subgroup on Coordination on Publications for example when a task to create Terms of Reference for a specific project is requested by senior management (Working Group on Governance and Efficiency) the focal point must draft, make recommendations and clear through C/FIN prior to officially submitting to the group on behalf of FIN/FIC role.
    • Independent mangagement of contractual arrangements for consultants, including preparation, processing and follow-up on requisitions and Annexes.
    • Pro-active contribution to the induction of new consultants and staff members.
    • Answer queries on Individual Consultant (IC) policy and provide guidance and advice on interpretation and implementation.
    • Maintain attendance records and prepare monthly attendance returns. Maintain records of overitme worked and process overtime forms for payment. Keep records of staff that bank overtime hours for compensatory leave.
    • Monitor and check time sheets of consultants, accurate calculation of due payments and process payments accordingly.
    • Ability to use the E-recruiter system with ease.
    Functi on 5 (i ncl . Expected resul ts) Oversee the office management and ensure efficiency of FIN, achieving results such as:
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    • Use Agresso with ease in order to prepare purchase requisitions and access financial information. Authority and signing capacity to approve requests using the Agresso and other systems.
    • Assist C/FIN with staffing matters, including all personnel and confidential action, to ensure that timely action is taken. (Total of approximately 45 staff). Keep up to date regarding administrative, personnel and other issues affecting the Branch and its staff and inform the Supervisor accordingly.
    • Independently maintain the calendar of C/FIN communicating directly with Office of the Secretary General (OSG), Council/FIC Members, Representatives of banks, high-level officials, etc.
    • Review budget status reports, allotments and analyze expenditures of the Branch, taking into account staff costs and movements and other recurrent costs such as travel, overtime etc, and keep C/FIN informed of requirements to ensure that expenditures do not exceed allotments. When required, propose adjustments to C/FIN.
    • Coordinate travel and travel arrangements for Mission taken by C/FIN and other FIN staff.
    • Provide advice and guidance to Professional staff on administrative procedures, reporting requirements and correspondence standards.
    • Monitor leave for FIN and submit the monthly attendance returns to HR.
    • Supervise the training and work allocation of secretarial staff in the Branch/Office, particularly with respect to preparation of State letters, Council working papers, official documents and reports as assigned.

      • Functi on 6 Performs other related duties, as assigned.
      QUALI FI CATI ONS AND EXPERI ENCE
      Educati onal background
      A diploma of College Studies (DEC), in general office administration, is required. The successful completion of courses in accounting is desirable.
      Professi onal experi ence and knowl edge
      Essential
      • A minimum of 7 years' experience of progressively responsible administrative and general office experience, particularly in activities related to finance.
      • Some knowledge of reading and interpreting financial or accounting records and reports.
      • Extensive knowledge of tax-related rulings and methods.
      • Full proficiency in the use of specialized software applications (e.g. MS Word, MS Excel, MS PowerPoint, MS Outlook, etc.).
      Desirable
      • Sound knowledge of ICAO's policies and procedures.
      • Sound knowledge of ICAO's practices, documents and publications, and thorough understanding of the function and organisation of the Branch with an in-depth knowledge of internal policies.
      • Project management skills in a leadership function.
      • Familiarity with United Nations policies, rules and procedures.
      • Work experience within an international organization or a government.
      Language ski l l s
      Essential
      Fluent reading, writing and speaking abilities in English and French.
      Desirable
      Knowledge of any other languages of the Organization (Arabic, Chinese, Russian, Spanish).
      Competenci es
      1. Accountability: The willingness and ability to accept responsibility for oneself and one's responsibilities; taking ownership for actions and outcomes.
      2. Client orientation: The willingness and ability to see things from the clients' perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed. Tact and discretion in dealing with high-ranking officials and with confidential matters. Good interpersonal skills and ability to establish and maintain effective and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
      3. Planning and organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently. Good knowledge of information management, classification and retrieval systems. Sound organisational skills with ability to prioritize own work as well as that of more junior secretarial staff.
      4. Communication: Good spoken and written communication skills including drafting, editing and proofreading skills are required.
      5. Technological awareness: The willingness and ability to keep abreast of available technology, understand the applications and limitations of technology, and actively seek to apply and learn about new technology.
      6. Judgment and decision-making: The person is in a role where s/he is expected to identify key issues quickly, gather relevant information, consider positive and negative impacts, check assumptions against facts and make tough decisions when necessary.
      CONDI TI ONS OF EMPLOYMENT
      It should be noted that this post is to be filled on a temporary basis for a period of 9 months for maternity leave replacement. 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 2001 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 Net Base Salary per annum G-7 CAD 43,500
      HOW TO APPLY
      Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://careers.icao.int.
      NOTI CE TO CANDI DATES
      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.