PAYROLL ASSOCIATE, FIN

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,980 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting Financial Services Section - Payroll Unit (FSV-PAY), Finance Branch, Office of the Secretary General.

The Payroll Unit is responsible for the development, administration, maintenance and operation of payroll systems for the entire staff of the Organization, at HQ Montréal, ICAO Regional Offices, and Field Experts in Technical Cooperation Projects. Payroll is mandated with the on-going of actual calculations, application of rules, policies and regulations, verification, balancing and final approval of payment of salaries, allowances, language supplements, various grants and subsidies, deductions for staff assessment, pension contribution, health and life insurance and other benefits. Payroll is responsible for the update of value references in Agresso HR/Payroll Module which affects all staff salary entitlements and allowances. Payroll delivers timely and accurate payrolls, generates payment files, both electronic and manual, and submits the payment files for all pay methods to Accounts Payable, Treasury, Regional Offices, CDI Project Field Offices and UNDP Offices for onward transmission to staff members’ bank accounts. Payroll provides reporting, accounting and project management support to Finance and CDI and for the reconciliation of payroll payments to staff in various countries made in multiple currencies with overall control accounts. Payroll handles the payments for Special Service Agreement contracts and third party payments to insurance companies, UNJSPF NY and government. Payroll reports Pension to UNJSPF, NY, and provides guidance for pension matters. Payroll is responsible to generate accurate annual statements to all staff members, tax slips to all Canadians and Permanent Residents, transmit electronic documents and summary report to the government of Canada and Québec.

The incumbent reports directly to the Head, Payroll Unit who will provide overall direction and instructions on major tasks.

Responsibilities Function 1 (incl. Expected results) Processes payroll and administration for assigned category of staff, achieving results such as:

• Evaluate, verify and process incoming instructions and calculate retroactive payments for category of payroll assigned, separation entitlements, including non regular payroll payments.
• Notify HR/FPA of expiring appointments, in order to allow for staff eligible for salary payments to be calculated within the payroll deadline.
• Evaluate system generated error report in a tight time schedule, request modifications from accountable offices so as to ensure that accuracy and completeness of payroll is achieved.
• Ensure that specific processes SLWOP, maintain dependents payments relations are generated to be reflected in payroll and that dynamic rental subsidy calculations are validated and comply with UN rules and procedures.
• Apply proper pay method and align supplier account with payment dispatch in payroll module; report any discrepencies and/or ambiguities to HRB, Treasury and Head, Payroll Unit .
• Process monthly payroll on a strict deadline to ensure timing for validation and final payment to staff or experts is achieved.
• Maintain and update pension entitlements for assigned category of staff and ensure accuracy for staff, and annual report to UNJSPF, NY.
• Validate Pay Slips, as required, achieving accurate product to staff and support salary deposits.
• Cross-train in order to back-up other Payroll staff during times of absence or exceptional increase in workload.
• Report any deviations from rules and procedures to Head, Payroll Unit.

Function 2 (incl. Expected results) Performs detailed verification/control process for payrolls processed by other staff, achieving results such as:

• Evaluate incoming alerts for control purposes and ensure that the data is in compliance with HR Officer approved instructions in HR/Payroll Module.
• Verify global parameters for category of payroll and ensure that payrolls in foreign currency are reflective of their base currency of scale and entitlements.
• Verify entitlements in a currency other than base currency of payroll category and ensure that final payment to staff are accurate and relevant to applicable ICSC UN Exchange Rates for the given month of processing.
• Verify overtime forms with applicable rate and ensure that calculations are accurate and in compliance with rules, procedures and work schedule of staff .
• Verify retroactive adjustments and ensure that all calculations are accurate and comply with instructions,rules and procedures.
• Verify correctness of payment requests prepared by other payroll staff against source documents or instructions, including accuracy of payment amounts and accounting codes.

Function 3 (incl. Expected results) Prepares and validates monthly payment request, contribution statement and reconciliation of payment to UNJSPF, NY, based on payroll outputs, achieving results such as:

• Collect pension data from all payroll categories, including staff not processed by HQ Payroll, where ICAO is responsible for reporting pension and ensure that data is reflected in USD as per UNJSPF instructions.
• Report all pension validations and pension restorations to achieve complete pension contributions payable to UNJSPF.
• Offset amounts paid to UNJSPF against category of payroll defined to achieve updated accurate outstanding balance in each category.
• Prepare monthly contribution statement for approval to be sent to UNJSPF according to pension timetable.
• Prepare pension reconciliations to support final year-end schedules and final payment for submission to UNJSPF, according to deadlines set by UN.

Function 4 (incl. Expected results) Prepares and validates monthly payment requests to experts for deposit in foreign currencies, separation payments, salary advances, Education Grant advances and settlements, compensation payments, achieving results such as:

• Prepare Agency Service Request (ASR) with attachment of payroll amounts resulting from monthly payroll for approval and onward transmission for further deposit to experts’ accounts.
• Register Education Grant advances and final settlement in timely manner to be approved and paid to staff.
• Register Compensation payments to be approved and paid to beneficiaries.
• Calculate and prepare separation payments for staff such as Accrued Leave, Repatriation Grant and Termination Indemnity and ensure that accurate and timely payment is issued to staff and that all amounts are reflected in payroll pay slip and annual statement of earnings.

Function 5 (incl. Expected results) Addresses incoming correspondence from staff and stakeholders. Prepares archival payroll documents. Assists in year-end activities, achieving results such as: - Serve as first point of contact with staff members for payroll matters. - Prepare and maintain related payroll records and reports. - Respond to queries related to sensitive subject matters in a clear and concise manner that brings appropriate closure. - Prepare Payroll documents and files for archiving in accordance with Archives Retention and Disposal procedures for the Organization, as required. - Assist Payroll Officer for data, processes, payments for year-end tax reporting, as required, to ensure an accurate, clear, transparent year-end closing and obtain a clean audit opinion. - Assist Payroll Officer on year end statements that may be requested by SSA consultants.

Function 6 (incl. Expected results) Prepares and validates reconciliations of assigned Payroll accounts, achieving results such as:

• Reconcilie assigned category of payroll suspense GL account in Agresso.
• Identify and analyze discrepancies.
• Follow up promptly on outstanding items
• Engage in proper management of accounts.

Function 7 (incl. Expected results) Evaluates, verifies and processes Cash Books for assigned category of staff, achieving results such as:

• Verify that staff entitlements are reflected according to terms of contract.
• Post charges to expenditure accounts for proper reflection in financial reports.
• Validate pension to ensure that staff contributions are reflected with integrity and accuracy.
• Enter pension amounts and create pension report to be submitted to UNJSPF, NY for assigned category of staff.

Function 8 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: Familiarity with the entitlements, allowances, benefits, and compensation systems of the United Nations system; skill in the analysis of financial data and reports; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education Essential A Diploma of College Studies (DEC) or equivalent, is required, along with the completion of accounting and computer courses.

Desirable Training in computerized payroll/accounting systems.

Work Experience - A minimum of 6 years’ experience in accounting with at least two years relating to payroll entitlements is required.

• Experience in the application of staff rules and regulations is required.

• Experience in analysis of financial data and reports is required

• Working experience in payroll, particularly in an UN environment is desirable

  Languages Essential Fluent reading, writing and speaking abilities in English and a working knowledge of French.

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

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

It should be noted that this post is to be filled on a temporary basis for a period of 364 Days.

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC),

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration: Level Net Base Salary per annum G-6 CAD 49,278

United Nations Considerations In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.