Accounting Associate, FIN

UNDP•Montreal, QC

2d•Onsite

About The Position

The Finance Branch is responsible for managing the financial resources of the Organization, developing and applying budgetary, accounting and financial policies, procedures and controls. The Branch also plays a key role in the custody and distribution of financial resources, the monitoring of expenditures, and the strengthening of ongoing compliance with the International Public Sector Accounting Standards (IPSAS). The Accounting Services Section (ASV) and Financial Services Section (FSV) are the two sections under the Finance Branch. The Accounting Services Section (ASV) encompasses three units: General Ledger and Reporting, which includes Treasury; Accounts Payable (AP); and Accounts Receivable (AR). ASV is responsible for (i) the development of accounting systems including the formulation of accounting policies and procedures; maintenance of the accounts (ii) preparation of periodic and year-end financial statements; (iii) calculation of scales of assessment on Member States, and the recording of payments and monitoring the status of assessments from Member States, (iv) investments, banking, cash management and payments, including suppliers, consultants, travel advances and claims etc.; and (v) preparation of working papers for the Finance Committee, Council, and Assembly for ASV related areas s. The Accounting Receivable unit is responsible for the receipt and recording of assessed contributions and contributions for project activities, monthly billing, and reconciliation of Receivables. The incumbent reports to the Head of the Accounts Receivable unit.

Requirements

High school diploma or equivalent, is required.
A minimum of six (6) years' experience in accounting.
Experience with analyzing financial data and reports.
Experience with applying and interpreting financial rules and regulations.
Fluent reading, writing and speaking abilities in English and French.

Nice To Haves

Diploma of College Studies, including the successful completion of courses in accounting and computer processing.
A working knowledge of a second language of the Organization (Arabic, Chinese, Russian, Spanish).
A working knowledge of French or Spanish

Responsibilities

Coordinates the receipt, allocation, and recording of funds related to Capacity Development and Implementation (CDI), achieving results such as: Process and record incoming funds in the appropriate revenue and bank accounts, ensuring completeness and accuracy of financial records. Review and reconcile receipts with supporting documentation to ensure proper allocation to project accounts. Investigate and resolve unidentified receipts, ensuring timely allocation to the correct beneficiary accounts. Prepare and issue acknowledgements of receipt to donor representatives in a timely manner.
Administers recoverable accounts related to National Delegations, achieving results such as: Prepare and issue monthly billings for operating costs and services provided to Delegations, ensuring accuracy and completeness. Record and monitor recoverable amounts in the General Ledger, ensuring timely updates and reconciliation. Coordinate receipt of supporting cost information from relevant units to ensure accurate billing. Monitor outstanding balances and follow up on receivables to ensure timely reimbursement. Issue statements of account and respond to Delegation queries, providing supporting documentation as required. Escalate significant overdue balances to management for appropriate action.
Administers billing and accounts for the Group Medical Benefits Plan (MBP) for ICAO retirees, achieving results such as: Maintain and update records of plan members and account balances in coordination with the Human Resources Branch (HRB). Prepare and dispatch annual billing, ensuring recovery of medical plan expenditures. Monitor outstanding balances and follow up on unpaid accounts to support cost recovery. Communicate unpaid balances to HRB to support eligibility control for reimbursements. Contribute to improvements in billing processes, including system enhancements and automation initiatives.
Manages invoicing, monitoring, and reconciliation of Accounts Receivable, including Ancillary Revenue Generated Fund (ARGF) activities, achieving results such as: Prepare and issue invoices in a timely manner for ARGF activities, including training programmes, subscriptions, and events. Record and recognize revenue in accordance with IPSAS standards and established policies. Maintain accurate AR records, ensuring proper classification and completeness of transactions. Monitor receivables and follow up on outstanding balances to support effective cash collection. Issue customer statements and escalate delinquent accounts for further action. Perform regular reconciliation of General Ledger receivable accounts and customer records, including aging analysis. Provide guidance to internal stakeholders on invoicing and receivables processes.
Supports year-end closing, audit activities, and continuity of Accounts Receivable operations, achieving results such as: Validate and reconcile AR balances for inclusion in financial statements, ensuring compliance with IPSAS. Prepare supporting documentation and respond to audit queries in a timely and accurate manner. Ensure completion of year-end activities within established deadlines. Provide backup support across AR functions, including assessments receivable and publication sales. Identify and propose improvements to AR processes to enhance efficiency and internal controls. Monitor system updates and contribute to the streamlining and automation of AR processes.
Performs other related duties as assigned.