Job Description

The Organizational Setting
The Accounts Payable Unit is one of four units within the Accounting Services Section of the Finance Branch (FIN) of ICAO.



The activities of the Accounts Payable Unit includes reviewing and approving all payments to suppliers for goods and services


procured by the Organization; maintenance of accurate accounts payable records; assisting in the preparation of the yearly financial


statements related to the area of responsibility; application of the Financial Rules and Regulations and the Procurement Code;


participation in the formulation of accounting procedures and providing support to requisitioning offices.



The incumbent works in collaborative environment and reports directly to Head, Accounts Payable Unit who will provide overall


direction, work assignments and instructions on tasks.


Major duties and Responsibilities
Function 1 (incl. Expected results)

Validates, captures and processes incoming invoices, achieving results such as

:


Process all incoming invoices and payment requests, ensuring complete accounting of all invoices and obligations. Ensure compliance with ICAO Procurement Code and adherence to contractual terms. Timely process of invoices ensuring that updated expenditures are recorded in the Financial Statements. Where applicable, verify that payment details comply with Bank Guarantee instructions. Verify that all invoices are settled in preparation for contract closure Verify that advance payments are secured by a Bank Guarantee in compliance with Financial Regulations. Ensure deviations from rules and procedures are escalated to Supervisor for timely and appropriate action.
Function 2 (incl. Expected results)

Post approved invoices with complete and correct details to enable smooth and timely remittance, achieving results such as

:


Improve the efficiency of the payment process through segregation of duties within the remittance process. Review accuracy of payment instructions. Manage financial assets for cash planning purposes. Ensure completeness of the monthly financial reporting activities. Allow allotment holders to manage the budget utilisation rate.
Function 3 (incl. Expected results)

Processes accounting corrections and adjustments and reconciles Accounts Payable general ledger and supplier accounts,

achieving results such as

:


Re-process payment for returned electronic payments and stale-dated cheques Process transaction reversals, corrections and adjustments Update of the payment and general ledger records Ensure complete reporting of unrecorded/unbilled liabilities. Record all obligations ensuring compliance with International Public Sector Accounting Standards (IPSAS). Minimize financial risks associated with non-payment/late settlement of liabilities. Detect transaction errors and omissions, thereby improving the accuracy of financial information. Timely follow-up with Suppliers ensures timely resolution of outstanding statement balances.
Function 4 (incl. Expected results)

Ensure supplier records contain all required details for payment processing, achieving results such as

:


Promote adherence to the ICAO Procurement guidelines for supplier selection. Enhance the reliability and consistency of supplier master data. Provide operational support by ensuring timeliness in the establishment of new supplier accounts. Reduce or eliminate duplicate supplier records through centralised validation of new supplier requests. Enhance supplier ledger integrity by ensuring changes are appropriately processed.
Function 5 (incl. Expected results)

Responds to client enquiries, achieving results such as

:


Respond to queries from internal and external clients Ensure all enquiries are resolved
Function 6 (incl. Expected results)

Provides back-up and supports the activities of the Accounts Payable Unit, achieving results such as

:


Support the remittance process of the Travel and Payroll related payments. Facilitate the periodic financial reporting activities. Participate in the knowledge transfer and sharing activities of the Accounts Payable Unit. Assist with the preparation and resolution of financial year-end and audit activities to ensure completeness and reporting
accuracy.


Collaborate with other Finance Units in resolving payment transactions issues. Provide on-going guidance to requisitioning offices regarding payment processes.
Function 7 (incl. Expected results)

Performs other related duties, as assigned.

Qualifications and Experience
Education

Essential

: A diploma of College Studies (DEC), or equivalent, including proof of successful completion of courses in accounting


fundamentals and computer processing.


Professional Experience

Essential

o

At least 6 years of Finance-related experience, of which at least 4 years is of practical operational accounting experience.


Practical experience in double entry transaction processing, preparing reconciliations and account analyses. Experience using computerized accounting systems. Experience in using Microsoft Excel at an intermediate skill level.

Desirable

Experience using Microsoft Word or other word processing applications.
Languages

Essential

o Fluent reading, writing and speaking abilities in English.

Desirable

o

A working knowledge of French or Spanish


Competencies

Professionalism

: 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.

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 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 temporary basis for 364 days.


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.



Remuneration: Level Net Base Salary


per annum



G-6



CAD 52,452

How To Apply

Interested candidates must complete an on-line application form. To apply, please visit ICAO's e-Recruitment website at: Careers (icao.int) .

Notice to Candidates

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.