Budget Associate

ICAO•Montreal, QC

7h•Onsite

About The Position

The Business Support Section (BSS) is responsible for assisting in the planning and management of the Capacity Development and Implementation (CDI) Bureau, the daily implementation of the Technical Cooperation Programme (TCP), and assisting the Director, Technical Cooperation Bureau (D/CDI) in the programming and reporting process. The Programme Budget Unit (PBU) within BSS handles the financial, budgetary, and expenditure control for all technical cooperation activities, ensuring compliance with ICAO Financial Rules and Regulations. This includes managing the Administrative and Operational Services Cost (AOSC) Fund, developing budgetary systems, preparing and revising budgets for AOSC and technical cooperation projects, and certifying funds. A key aspect of these functions is the preparation of timely and realistic budget-related reports for governing bodies.

Requirements

A minimum of six years’ experience in 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.
Fluent reading, writing, and speaking abilities in English.

Nice To Haves

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

Responsibilities

Prepare and revise Trust Fund (TF), Management Service Agreements (MSA) and Civil Aviation Purchasing Service (CAPS) project budgets, ensuring compliance with relevant ICAO manuals and codes.
Calculate entitlements and allowances for international and local staff based on contractual status and duty station classification.
Calculate administrative support costs (overhead) and miscellaneous items for project budgets.
Verify previous years’ expenses and outstanding obligations against financial statements and revise cost estimates.
Coordinate with CDI Sections for preliminary estimates for budget amendments.
Prepare the final budget revision (Statement of Expenditure) upon project closure.
Perform oversight and control to ensure required documents are in place for project execution and budget adherence.
Maintain an expenditure control system for Technical Cooperation (TC) projects by recording and earmarking funds.
Perform quality data control to ensure accuracy of accounts and overhead on requisitions and purchase orders.
Determine and analyze estimated fund balances before certifying funds for project expenditures and 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) to provide FIN with fund acknowledgement details for projects.
Perform year-end analysis and reconciliation of PBU records on project expenditures and commitments.
Provide guidance and support to CDI Sections on budgeting and financial matters.
Review project budgets, compare them to actual expenditures, and prepare management reports highlighting over-expenditures.
Liaise with FIN to ensure accuracy and timeliness of accounting figures.
Prepare budgetary and financial reports and other required information.
Calculate international staff costs for TC projects to raise Purchase Orders (POs) in Agresso for fund commitment and amendment.
Maintain and liquidate POs monthly, concurrent with payroll transactions, to prevent overcommitment of project funds.
Accrue mission travel expenses charged to projects and/or the AOSC fund and reconcile earmarked funds.
Review outstanding commitments and coordinate with CDI sections for amendment or liquidation.
Assist in the preparation of the AOSC annual budget, quarterly updates, and related forecasts.
Assist in the preparation of triennial budget estimates and supporting documentation for governing bodies.
Maintain an AOSC expenditure control system and provide information on expenditures and fund availability.
Determine fund availability for proposed AOSC expenditures and advise the Programme Budget Officer of any shortfalls or budget status.
Assist in monitoring programme implementation and advise the Programme Budget Officer if objectives are not being met.
Design, create, and maintain budget templates for all TF, MSA, CAPS, and UNDP projects within the ERP system.
Collaborate with CDI Solution Architect and Delivery Manager on the design and format of budget reports.
Provide training and support to budget module end users in CDI.
Monitor project budgets in the ERP and advise FOS of discrepancies and required changes.
Validate approved transactions against parallel earmarking to ensure budget check functionality.
Analyze issues and results to formulate functional solutions for system improvement and optimization.
Perform other related duties as assigned.