Budget Associate
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THE ORGANIZATIONAL SETTING
The Business Support Section (BSS) is dedicated to assisting in the planning and management of the Capacity Development and Implementation (CDI) Bureau CDI; the daily implementation of the Technical Cooperation Programme (TCP); and in assisting the Director, Technical Cooperation Bureau (D/CDI) in the programming and reporting process to the Council; in the following main areas: Policy, Business and Technical Support, Reporting, Budgeting and Quality Management.
The Programme Budget Unit (PBU) is responsible for the overall financial, budgetary and expenditure control of all technical cooperation activities in accordance with ICAO Financial Rules and Regulations, practices and procedures. These functions are, inter alia, essential for a reliable administration of the Administrative and Operational Services Cost (AOSC) Fund; the development, modification and implementation of budgetary systems and procedures for CDI; the day-to-day preparation and revision of the AOSC budget and technical cooperation projects’ budgets as well as the earmarkings and certification of funds for AOSC and technical cooperation project activities and the recording and liquidation of commitments for technical cooperation activities, including ICAO implementation packages (iPacks). A most essential aspect of these functions pertains to the realistic and timely preparation of budget-related reports for Council and Assembly Working Papers; and other related matters.
The Budget Associate reports to the Programme Budget Officer, PBU, with whom s/he consults on complex financial and budgetary issues, under the supervision and guidance of the Chief, Business Support Section.
MAJOR DUTIES AND RESPONSIBILITIES
Prepares and revises technical cooperation project budgets, achieving results such as:
- Prepare and revise Trust Fund (TF), Management Service Agreements (MSA) and Civil Aviation Purchasing Service (CAPS) project budgets, ensuring the correct application of the CDI Field Personnel Instructions Manual, the ICAO Field Service Staff Rules and the ICAO Procurement Code.
- Calculate entitlements and allowances for international and local staff taking into account the contractual status of the field personnel and the classification of the duty station.
- Calculate administrative support costs (overhead) and miscellaneous items of project budgets.
- Verify previous years’ expenses and outstanding obligations of project funds against audited financial statements, and revise cost estimates for the current year and beyond.
- Coordinate with pertinent CDI Sections of preliminary estimates for the amendment of project budgets, as necessary.
- Prepare the final budget revision (i.e. Statement of Expenditure) upon official project closure.
Prepares, reviews and monitors accounting and budgetary reports, achieving results such as:
- Perform oversight and control in ensuring that required documents are in place for the execution of approved technical cooperation projects and their corresponding budgets.
- Maintain an effective expenditure control system for TC projects through recording and earmarking of funds in accordance with established guidelines.
- Perform quality data control to ensure accounts and overhead applied are accurate on all requisitions and purchase orders (POs) raised for project activities.
- Determine and analyse estimated fund balances prior to certification of funds for project expenditures, and, as necessary, communicate accounting adjustments to the Finance Branch (FIN).
- Certify funds for proposed project expenditures in the absence of the Programme Budget Officer.
- Coordinate with the Field Operations Section (FOS) in providing FIN the information on acknowledgement details of funds received for projects.
- Perform year-end analysis and reconciliation of PBU’s records on project expenditures and commitments according to the audited financial statements.
- Provide guidance and support to CDI Sections in respect of budgeting and financial matters.
- Review project budgets, including comparison to actual expenditures and prepare appropriate management reports drawing attention to over-expenditure of projects.
- Liaise with FIN to ensure accuracy and timely reporting of required accounting figures.
- Prepare budgetary and financial reports and other information as may be required.
Establishes technical cooperation project commitments in Agresso, achieving results such as:
- Calculate international staff costs for technical cooperation projects to raise Purchase Orders (POs) in Agresso for commitment of funds and amendment of entries when necessary.
- Maintain and liquidate POs, concurrent with payroll transactions, on a monthly basis, ensuring that project funds are not overcommitted.
- Accrue mission travel expenses charged to projects and/or the AOSC fund and reconcile earmarked funds reflected in PBU’s records.
- Review outstanding commitments and coordinate with pertinent CDI sections regarding the amendment or liquidation of project commitments.
Assists in the preparation, monitoring and reporting on the Administrative and Operational Services Cost (AOSC) Fund, achieving results such as:
- Assist in the preparation of the AOSC annual budget and quarterly updates and the related forecast of income and expenditures, as well as various tables, schedules and analyses for inclusion in working papers, reports and other documentation for consideration by the Technical Cooperation and Implementation Support Committee, the Finance Committee and the Council.
- Assist in the preparation of the triennial budget estimates and all related documentation and supporting data for consideration by the Finance Committee, the Council and the Assembly.
- Maintain an AOSC expenditure control system and provide information on expenditures and availability of funds.
- Determine, as required, the availability of funds relating to proposed AOSC expenditures prior to certification of funds; advise the Programme Budget Officer of any shortfall of funds in the various categories of budgeted expenditures and the status of the current year approved budget.
- Assist in the monitoring of programme implementation and advise the Programme Budget Officer where objectives are not being achieved; review and analyse monthly budgetary and accounting reports and initiate corrective entries where required.
Serves as CDI Super User for the financial module of the ICAO Enterprise Resource Planning (ERP) system, achieving results such as:
- Design, create and maintain budget templates for all TF, MSA, CAPS and UNDP projects.
- Collaborate with CDI Solution Architect and Delivery Manager in the design and format of budget reports as required.
- Provide effective training and support to budget module end users in CDI.
- Monitor project budgets in the ERP and advise FOS on any discrepancies and required changes.
- Validate approved transactions against parallel earmarking to ensure budget check functionality.
- Analyse issues and results and formulate functional solutions for improvement of system use and optimization of results.
- <A Diploma of College Studies (DEC) or equivalent, including completion of courses in accounting or financial management and computing.
- A minimum of six years’ experience in the areas of budgeting and accounting operations, including budget preparation, expenditure control and analysis of accounting data.
- Experience in using Enterprise Resource Planning (ERP) systems and common desktop applications, such as Microsoft Excel.
- Experience within UN or other international or multinational organizations.
- Experience in the application of Financial Regulations and Rules of the United Nations and procedures, particularly of ICAO.
- Experience in using Agresso Unit 4 Business World software.
- Experience in analyzing data and preparing financial analyses and reports.
- Experience in applying International Public Sector Accounting Standards (IPSAS).
- Fluent reading, writing and speaking abilities in English.
- A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).
Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the Organization’s environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budgetary functions. Ability to identify and resolve data discrepancies and operational problems. Ability to write clearly and concisely. Ability to work under pressure and manage multiple priority tasks with strict deadlines. 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.
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.
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.
Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
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 One (1) year (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 [link removed] (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.
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