Special Notice

The ICAO Assembly [https://www.icao.int/Meetings/a39/Documents/Resolutions/10075_en.pdf] recently reaffirmed its commitment to enhancing gender equality and the advancement of women by supporting UN Sustainable Development Goal 5 “Achieve gender equality and empower all women and girls.”

  Female candidates are strongly encouraged to apply for ICAO positions, especially in the Professional and higher level categories.

                                            ICAO Core Values: Integrity, Professionalism, Respect for Diversity.

The Travel Service Unit (TRSU) is part of the Safety & Security and General

Services (SSG) Section within the Bureau of Administration and Services (ADB).

All travel conducted under the auspices of ICAO is coordinated by TRSU. This

also includes travel originating from the Regional Offices and the various CDI projects around the world it is the responsibility of TRSU 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 Senior Travel Associate. The incumbent receives assignments directly and indirectly from within the Unit and performs most of the task 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 TRSU.  A high-level 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.

 

MAJOR DUTIES AND RESPONSIBILITIES

 

Function1 (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 Travel Officer, 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 estimates 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.

 

QUALIFICATIONS AND EXPERIENCE

Education

 

Essential

• High school diploma or equivalent is required.

Desirable

• Diploma of college studies (DEC), a first level university degree with courses in Travel or related field is desirable.
• Training or certification with courses in Travel or related field is desirable.

Professional experience

Essential

• A minimum of six (6) years of travel related experience within the airline industry.
• A high level of SABRE professional experience with particular focus on all facets of ticketing and Global Distribution System (GDS).
• Experience in handling complex international travel, including ticketing, reissues and refunds.

Desirable

• Experience in a ‘rent-a-plate’ onsite travel service configuration.
• Experience in a United Nations organization

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).

 

COMPETENCIES

Professionalism: Tact, discretion and sound judgment when handling sensitive

HR-related information. 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. Strong proficiency in MS Office applications, particularly Excel, Word and PowerPoint.

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.

 

CONDITIONS OF EMPLOYMENT

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 [https://icsc.un.org/Home/DataSalaryScales] (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 58,962

 

 

 

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit: ICAO Careers website [https://inspira.icao.int/Careers/Home/Vacancies?ReturnUrl=Higher].

 

NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.