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 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 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 Branch. The 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.

High School Diploma or equivalent is required.

Completion of secretarial and office automation courses, preferably in Microsoft Word, Excel, and Outlook.

• Experience within the United Nations Common System context.
• Experience with ICAO’s official activities, practices and procedures and, in particular, of all administrative aspects of the Organization.
   

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

Professionalism: Ability to analyse, define and suggest solutions to accounting problems; aptitude for accurate figure work and ability 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 ability to deal with sensitive and confidential matters with diplomacy and tact; strong computer, proofreading and editing skills. 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.

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. 

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 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.

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: https://inspira.icao.int/careers.

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.

• A minimum of five (5) years of experience in administrative work, preferably in the field of administration.
• Experience in preparing correspondence and reviewing working papers, reports and presentations.

• Fluent reading, writing and speaking abilities in English.