Administrative and Finance Officer

Job Posting Organization:
The job posting organization is the Regional Office of the International Civil Aviation Organization (ICAO), which is responsible for maintaining continuous liaison with the States to which it is accredited, as well as with appropriate organizations, regional civil aviation bodies, sub-regional bodies, and UN Agencies and programmes. The Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs), and air navigation plans. The Capacity, Development and Implementation Bureau (CDI) of the SAM Regional Office supports the administration of various Regional Projects and assists South American States in implementing ICAO policies and standards. The organization plays a crucial role in enhancing aviation safety and efficiency in the region.

Job Overview:
The Administrative and Finance Officer position is integral to the functioning of the Capacity, Development and Implementation Bureau (CDI) at the SAM Regional Office. The role encompasses a wide range of administrative and financial responsibilities, including logistical support, resource allocation, and financial management for national and regional CDI projects. The officer will be expected to process recruitment requests, prepare contracts, manage financial transactions, and ensure compliance with ICAO financial rules. Additionally, the officer will analyze project budgets, monitor fund availability, and prepare mandatory budget revisions. The position requires a proactive approach to problem-solving and a commitment to maintaining accurate financial records and documentation. The officer will also be involved in organizing conferences, seminars, and training programs, contributing to the overall success of regional projects.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Finance Officer include:

• Supporting logistical, resource allocation, administrative, and financial aspects of national and regional CDI projects, including recruitment processes, contract issuance, and financial transaction registration in the ERP System.
• Preparing monthly staff attendance reports and monitoring salary payments and allowances for project staff.
• Analyzing quarterly project financial statements and ensuring alignment with local records, proposing necessary adjustments.
• Preparing payment orders, travel authorizations, and verifying documentation for contributions and cost-sharing requests.
• Drafting annual consolidated reports on regional project activities and maintaining updated project records.
• Coordinating with the Administration of the SAM Regional Office on financial transactions and preparing monthly cash reports.
• Performing other related duties as assigned, demonstrating flexibility and adaptability in a dynamic work environment.

Required Qualifications:
The required qualifications for the Administrative and Finance Officer position include:

• In-depth knowledge of Microsoft Office and other administrative tools.
• Strong drafting skills for documents and emails.
• Familiarity with project management techniques and ICAO CDI Programme.
• Professional competence and mastery of subject matter, with a commitment to meeting deadlines and achieving results.
• Ability to communicate effectively, both verbally and in writing, and to work collaboratively with colleagues.
• Strong planning and organizing skills, with the ability to prioritize tasks and allocate resources efficiently.
• Client-oriented mindset, with a focus on establishing productive partnerships with clients and meeting their needs.

Educational Background:
The educational background required for the Administrative and Finance Officer position includes an advanced university degree (master’s degree or equivalent) in business administration and/or finance. Alternatively, a first-level university degree combined with two additional years of qualifying experience may be accepted in lieu of the advanced degree. Additional training in IT support or a related field is desirable.

Experience:
The position requires a minimum of five years of experience in administration, finance, accounting, human resources, or management. Additionally, candidates should have at least five years of experience in procurement, contract management, and logistics management. Experience with IT tools, project planning and organization, and preparing cost estimates and expenditure reports is essential. Desirable experience includes working in a civil aviation environment, with the United Nations or similar international organizations, and familiarity with project management tools and IT support.

Languages:
Fluent reading, writing, and speaking abilities in Spanish are essential for this position, along with a working knowledge of English. A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian) is considered desirable.

Additional Notes:
Applicants must hold either Peruvian citizenship or a work permit to be eligible for this position. The post is to be filled on a fixed-term basis for an initial period of one year. The net base salary per annum for this position is 222,829 Nuevo Soles Peruano. It is important to note that ICAO does not charge any fees or request money from candidates at any stage of the selection process, and any such requests should be disregarded as fraudulent.