Administrative Assistant, FIN

UNDP; Montreal (administrative region); On-site; CAD 45,000 - 65,000; Full time

Job summary

The incumbent supports the Finance Branch with office and administrative tasks, including year-end statements and coordination with Accounts Payable. The role assists in preparing working papers for Finance Committee, Council and Assembly, and handles correspondence with banks and signatories.

Reporting to the Personal Associate to the Chief Finance Branch, the holder follows deadlines, maintains confidential HR-related documents, and liaises with HQ and regional offices to ensure timely

Qualifications

• Provides office and administrative support to the Finance Branch.
• Prepare year-end statements and liaising with Accounts Payable.
• Assist in preparing and submitting documents for Finance Committee, Council and Assembly.
• Maintain confidential HR-related documents and ensure deadlines are met.

Responsibilities

• Co-ordinate input and receipt of year-end data, finalizing documentation.
• Prepare year-end direct confirmation to banks and external parties.
• Support supervisory staff with background research and reference documentation.

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