Programme Finance

The International Civil Aviation Organization (ICAO) sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security and environmental protection. To that effect, ICAO is a knowledge-based organization engaged in the development of intellectual property. 

Within the Capacity Development and Implementation Bureau (CDI), the Global Aviation Training (GAT) Section is responsible for the planning, management and coordination of all ICAO aviation training activities ensuring the efficient, effective and harmonized implementation of the ICAO Civil Aviation Training Policy and the response to training needs of Member States, international and regional organizations, aviation industry and other partners. The GAT Section is the ICAO focal point of contact for all training and associated activities. It comprises two units: Training Operations (TOP), and Training Design and Development (TDD).

In this context, the consultant will provide financial and operational support to GAT team. The consultant will assist with day-to-day back-office functions.
 

• Process partner payments, royalty calculations, and reconciliation of related accounts.
• Track, verify, and record payments received in TPEMS; follow up with customers on outstanding balances.
• Prepare and maintain aged-balance reports to support collection efforts and financial monitoring.
• Coordinate AMF invoicing, including tracing, monitoring invoice status, and following up with customers.
• Prepare and deliver financial invoices generated by FIN, ensuring accuracy and validity of accounting records.
• Follow up with FIN during monthly and year-end closures to ensure timely processing of pending transactions.
• Prepare Working Papers, Write-offs, Refunds, and Internal Office Memos (IOMs) as required.
• Process supplier payments, including document preparation and review for DPO creation, and register supplier profiles in the ERP system.
• Coordinate Bureau payments and process IOMs for projects received from other ICAO Bureaus.
• Maintain robust accounting procedures, financial systems, and internal controls aligned with Section requirements.

• Liaise with internal units such as Payables, Receivables, Travel, HR, and others to improve processes.
• Manage product pricing in TPEMS, ensuring accurate entry of price structures, partner shares, and required financial data.
• Participate in pricing reviews for GAT training activities, including TPP, ensuring compliance and up-to-date pricing structures.
• Coordinate and generate mission cost invoicing, including preparation and issuance of related invoices.
• Liaise with the Finance Section regarding payments, financial statements, account issues, and reporting for TPP Members.
• Coordinate with FIN to establish and maintain the financial structure for GAT portfolio activities, including income, expenditures, and cash-flow monitoring.
• Administer the financial implementation of GAT responsibilities related to training support and voluntary contribution programmes.
• Follow up on outstanding payments to minimize financial risks and ensure timely collection.
• Draft correspondence, guidelines, and internal procedures related to budgetary, financial, administrative, and HR matters.
• Process the recruitment of technical experts (e.g., course developers, validators, subject matter experts) in accordance with GAT rules, regulations, and approved channels.
• Work closely with instructors and validators to maintain accurate payment tracking and follow-up.
   

• Perform other related duties that may be assigned to support the efficient operation of the GAT team, including assistance with administrative, reporting as required.
   

• A first level university degree University degree Business Administration, Finance, Accounting, Economics, or a related field.

• A minimum of five years of experience in accounting, finance, budget, administrative services is required.
• Experience in the use of Enterprise Resource Planning (ERP) systems, such as QUANTUM or equivalent is required. 
• Work experience within an international organization or a government is required. 

• Experience with project management tools. 
• Experience using a Customer Relationship Management tool is desirable. 
• Experience with Staff Rules and Regulations including entitlements and Financial Regulations, Rules and procedures of the United Nations or similar international organization is desirable.

• Fluent reading, writing and speaking abilities in English.

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

This consultancy is initially for Eleven (11) months with a possibility of extension. It is a full-time position requiring at least three days a week in the Montreal office. Please note that the monthly rate for Band B varies from CAD 5,097 to CAD 8,122.