TRAVEL ASSOCIATE

Org. Setting and Reporting

The Travel Unit (TRV) is part of the Information Management and General Administration Services (IAS), a division of the Bureau of Administration and Services (ADB). All travel conducted under the auspices of ICAO is coordinated by the Travel Unit. This also includes travel origination from the Regional Offices and the various TCB projects around the world. Furthermore, ICAO being the lead UN agency in Canada, TRV also handles all other Montreal-based UN Agencies in respect to their official mission travel. It is the responsibility of TRV to ensure that all staff member/dependent travel is handled expeditiously and efficiently, in accordance with Staff Rules.
The post reports directly to the Travel Officer with a functional reporting relationship with the Associate Travel Officer. The incumbent receives assignments directly and indirectly from with the Unit and performs most of the tasks independently. The incumbent is expected to work on her/his own initiative and is responsible for the quality of work s/he delivers.
This post is distinct and crucial in the role that it encompasses within the structure of TRV. A high level of responsibility and accountability coupled with minimum supervision and guidance is bestowed on this post during the initiating and planning stage of the mission travel process.

Responsibilities

Function 1 (incl. Expected results)
Determines entitlement and advises on the most effective and economical method of accomplishing official travel in line with ICAO staff rules, achieving results such as:
• Inform staff at all levels of official itineraries in alignment with prescribed allotment holder budget.
• Create and issue tickets consistent with IATA resolutions and within the best interest of the Organization.
• Ensure entitlement is correctly optimized through unbiased fare construction and submit for approval by the Travel Officer.
• Demonstrate full compliance with policy regarding deviations to prescribed mission duty.
• Facilitate travel arrangements directly with the Secretary General, senior management, the President of the Council and Council members when called upon.

Function 2 (incl. Expected results)
Pro-actively coordinates with the Finance Branch in relation to travel claims, achieving results such as:
• Investigate discrepancies regarding charges and directly initiate corrective action.
• Identify and advise on any outstanding or pending credits to the Finance Branch.
• Validate and certify documentation submitted in respect to the Travel Expense Claim (TEC).

Function 3 (incl. Expected results)
Liaises with the Travel Management Contractor (TMC) supervisors for the purpose of facilitating the services provided, achieving results such as:
• Oversee and provide guidance as to the relevant entry codes regarding all airline incentive agreements.
• Ensure update of the latest applications to optimize efficiency.
• Analyze monthly, in collaboration with the Head of Travel, the travel management reports on carrier volume and market shares.

Function 4 (incl. Expected results)
Assists with the daily operations of the Unit, achieving results such as:
• Provide entitlements for travel authorizations issued under the auspices of ICAO including Regional Offices and TCB Projects.
• Communicate directly with respective Airline Account Manager for resolution of any issue.
• Analyse and calculate travel estimate for budget purposes to the various Bureaux and sections of the organization.
• Provide assistance and clarifications to the Travel Claims Unit regarding Travel Expense Claims.

Function 5 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

CEGEP diploma, coupled with a certificate, or specialized courses in Travel.

Work Experience

A minimum of six (6) years of travel-related experience is required.

A high level of SABRE professional experience is required.

Extensive experience in international fares, reissues of multi-sectored itineraries, including PHASE IV is required.

Experience in a United Nations organizations is desirable.

Languages

Essential
• Fluent reading, writing, and speaking abilities in English and 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 fixed-term basis for an initial period of three (3) years (first year is probationary for an external candidate).
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 G-6
Net Base Salary per annum CAD 47,249

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.