Travel Associate

2 months ago

Montréal, Canada United Nations Full time

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.
- 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

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 thi

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