Associate Travel Officer

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ICAO - International Civil Aviation Organization

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Application deadline 3 years ago: Sunday 27 Dec 2020 at 23:59 UTC

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Contract

This is a P-2 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 2 years of experience, depending on education.

Salary

The salary for this job should be between 89,029 USD and 120,923 USD.

Salary for a P-2 contract in Montreal

The international rate of 57,661 USD, with an additional 54.4% (post adjustment) at this the location, applies. Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

More about P-2 contracts and their salaries.

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 Head of TRV (H/TRV). The incumbent, under the authority of the Director, Bureau of Administration and Services (D/ADB) and the Deputy Director, Information Management and General Administrative Services (DD/ADB IAS) approves and certifies all travel authorizations and manages the daily operation of the unit. The incumbent directly supervises General Service staff in the Unit including coaching and training. Supervisory responsibilities include delegation of duties and decisions on priorities.

Responsibilities Function 1 (incl. Expected results) Manages the daily operation of the Unit and certifies all travel authorizations, achieving results such as: •Approve and certify all travel authorizations issued under the auspices of ICAO including Regional Offices and Technical Cooperation Bureau (TCB) Projects. •Advise on and certify all lump sums pertaining to home leave and education travel. •Approve and certify all United Nations Laissez-Passer (UNLP) applications sent to UNHQ in New York for processing and issuance. •Solve and facilitate any issue or situation directly with the Secretary General, senior management, the President of the Council and Council members when called upon. •Communicate directly with respective Airline Account Manager for resolution of any issue. •Represent the Head of Unit at all internal and external meetings. •Leads and makes decisions independently.

Function 2 (incl. Expected results) Determines travel related 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 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. •Demonstrate full compliance with policy regarding deviations to prescribed mission duty.

Function 3 (incl. Expected results) Oversees and reviews the work of the staff assigned to the Travel Unit, including training, achieving results as follows: •Demonstrate and encourage strict adherence to established customer service benchmarks. •Plans and coordinates all work assignments and ensure completion of tasks at hand. •Provide insight and advice in challenging situations to ensure best possible solutions. •Coach and advise staff on individual training needs with a view in enhancing their effectiveness.

Function 4 (incl. Expected results) Pro-actively coordinates with the Finance Branch in relation to travel claims and the reconciliation of the Diners Master Card Statement, achieving results such as: •Reconcile and process statements including drafting cover memo to be sent to C/FIN authorizing payment. •Investigate discrepancies in regards to charges and directly initiate corrective action with relevant bank entity. •Identify and advise on any outstanding or pending credits to the Finance Branch. •Validate and certify documentation submitted in respect to Travel Expense Claims (TEC).

Function 5 (incl. Expected results) Liaise with the Travel Management Contractor (TMC) supervisors for the purpose of facilitating the services provided, achieving results such as: •Ensure the settlement of any issues regarding contractual obligations between supervisor and operations manager. •Analyse monthly travel management reports as received from TMC and advise on carrier volume and market shares. •Oversee and provide guidance as to the relevant entry codes regarding all airline incentive agreements.

Function 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: Detailed knowledge of travel policies, preferably as applicable to UN agencies. Knowledge of the travel industry and regulations of various flight providers. Knowledge of procurement processes in sourcing, and request for proposal (RFP). 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. Level of knowledge must be of a calibre that would validate the decision process during crisis management 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.

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 A first level university degree, preferably in administration, travel and tourism, or a related area, is required. For serving staff members, specialized training and certification in the use of the Sabre Global Distribution System (GDS) as well as advance fares and ticketing certification, in combination with five (5) additional years of qualifying experience may be accepted in lieu of the first-level university degree.

Work Experience A minimum of three years of related travel operations management experience, preferably in a UN system organization is required. Experience in international airline operations, with particular focus on all facets of ticketing and Global Distribution System (GDS) is required. Experience in handling complex international travel, including ticketing, reissues and refunds is desirable. Supervisory experience in a ‘rent-a-plate’ onsite travel service configuration 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 or Spanish).

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

Special Notice It should be noted that this post is to be filled on a fixed-term basis for an initial period of three 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. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations). 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.

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.

Added 3 years ago - Updated 3 years ago - Source: careers.un.org