Administrative Assistant, FIN

United Nations Development Programme; Montreal (administrative region); On-site; CAD 52,000 - 56,000; Full time

Job summary

ICAO, located in Canada, seeks an experienced administrative professional to support the Finance Branch. The role focuses on office administration, document preparation, and close collaboration with Section Chiefs and external auditors.

You will handle confidential HR documents, maintain electronic records, and assist with year-end financial statements and external audits under tight deadlines.

Qualifications

• Essential: High School Diploma or equivalent.
• Desirable: Secretarial and office automation courses (Word, Excel, Outlook).
• Essential: At least five years of administrative work experience.

Responsibilities

• Provide office and administrative support to the Finance Branch and stakeholders.
• Assist in preparing and reviewing correspondence, reports and working papers.
• Proofread and edit documents to comply with ICAO standards and ensure proper grammar.

Skills

Administrative support

Attention to detail

Microsoft Office

Proofreading

Education

High School Diploma or equivalent

Secretarial and office automation courses

Tools

Microsoft Word

Excel

Outlook

Job description

The Organizational Setting

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.

Major duties and Responsibilities

Function 1 (incl. Expected results)

Provides office and administrative support to the Finance Branch, achieving results such as:

• Prepare year‑end statements for SSA consultants, as requested, in coordination with Accounts Payable Unit.
• Provide full support to Section Chiefs in the background research and compilation of relevant documentation for reference and assist in the preparation of working papers for the Finance Committee, Council and Assembly.
• Assist in the preparation and submission of State Letters and Staff Notices, to languages for translation and distribution.
• Correspond with banking institutions concerning the opening and closing of bank accounts and maintaining an up‑to‑date list of authorized signatories, for approval by the Secretary General.
• Provide administrative support to supervisors in Finance Branch, in the preparation of HR‑related documents, often of a confidential nature.
• Ensure all year‑end instructions are submitted to all Directors and Chiefs of Sections at HQ Regional Offices, Section Chiefs and Supervisors within the Finance Branch, stipulating deadlines to be respected and following up on documentation outstanding.
• Co‑ordinate as the appointed focal point, the input and receipt of all data, text for the year‑end financial statements, continually revising the documentation, finalizing and submitting to the External Auditors, respecting tight deadlines.
• Prepare year‑end direct confirmation to banks and suppliers on behalf of the External Auditors, providing constant monitoring and initiating contact with those who have not responded, in order to obtain all feedback by the deadline.

Function 2 (incl. Expected results)

Contributes to the management, assignment and monitoring of tasks as well as ensuring their timely completion, in co‑ordination with Sections within the Finance Branch, achieving results such as:

• Provide support to Section Chiefs to facilitate the completion of tasks by tracking deadlines and monitoring progress of task completion.
• Provide updated and accurate information on behalf of Section Chiefs toward the Annual Report to the Council, coordinating with others within Finance Branch.
• Perform proofreading functions and ensure that the formatting used complies with ICAO standards.
• Review thoroughly incoming correspondence, identifying items for sensitive treatment and maintaining electronic records.
• Dispatch correspondence, often electronically on behalf of Finance Branch and following up closely on outstanding responses yet to be received.
• Transfer, route and track files as well as pick up and hand deliver highly confidential files that may be needed in another Section.

Function 3 (incl. Expected results)

Contributes to the production of documentation and reviews, proofreads as well as edits correspondence and documentation originating from the Office of the Finance Branch, achieving results such as:

• Process documents to be compiled, assembled and with mark‑up in both Word and Excel files by means of electronic submission, coordinating with language sections, for translation purposes, in order to meet deadlines.
• Edit correspondence and preparing it for the signature of the Secretary General or the Chief, Finance Branch, ensuring the correct grammar and style as well as being consistent with ICAO rules and procedures are respected.
• Draft, edit and finalize documents, often of a confidential nature, such as working papers, reports, emails and other correspondence.
• Assist in the drafting of routine correspondence as required for final approval by the Secretary General.
• Maintain an up‑to‑date electronic filing system, for quick and easy access, consisting of correspondence, reports, notices, manuals, financial records, etc.

Function 4 (incl. Expected results)

Provides office services support in the Office of the Finance Branch, achieving such results as:

• Ensure timely compilation of documentation and reference material for the Chief of Finance Branch to attend various meetings including the ICAO Governing Bodies, such as the Assembly, Council and Finance Committee.
• Participate in the preparation of Oral Reports for acceptance by the Chief, Finance Branch and approvals by the Secretary General and Chairperson of the Finance Committee.
• Act as Focal point for the record‑keeping of FIN staff members' attendance.
• Act as Focal point for the online reservation of the FIN conference room as well as other meeting rooms.

Function 5 (incl. Expected results)

Provides advice and guidance to General Service (GS) Accounting Officers and Accounting Clerks on administrative procedures, achieving results such as:

• Providing operational back‑up for Administrative and Finance Assistant.
• Providing of administrative guidance related to procedures and adherence to protocol, among others.
• Keeping abreast of provisions and amendments to ICAO administrative regulations, rules, policies and procedures, informing Sections and ensuring correct and consistent application.
• Providing support to co‑workers within the Finance Branch, regarding queries on access to information in the ERP, concerning leave and gaining access to reports.

Qualifications and Experience

Education

Essential

High School Diploma or equivalent is required.

Desirable

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

Professional experience

Essential

• 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.

Desirable

• 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.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

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

Competencies

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 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 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.

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 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.

• Remuneration: G-5
• Net Base Salary per annum: CAD 53,996

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.