Special Notice:

The ICAO Assembly 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 ORGANIZATIONAL SETTING

The Travel Services 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.

The Travel Associate reports directly to the Travel Officer with a functional relationship with the Senior Travel Associate. The incumbent receives assignments directly and indirectly from within 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.

The post is distinct and crucial in the role that it encompasses within the structure of TRSU. 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.

MAJOR DUTIES AND RESPONSIBILITIES

Function1 (incl. Expected results)

Evaluates, verifies and processes travel and removal authorizations for all official travel for Headquarters, Technical Cooperation, Regional Offices and third party travellers, achieving results such as:

• Review travel authorizations to ensure that all required approvals have been obtained, and that budget codes are clearly defined.
• Calculate and review for accuracy cost estimates for all official travel, to ensure that they have been processed in accordance with ICAO’s Staff and Field Service Rules and that internal procedures have been followed.
• Process travel advance payments in the Enterprise Resource Planning System (QUANTUM) in a timely manner, ensuring that the traveller receives her/his advance prior to departure.
• Analyse Special Service Agreements (SSAs) involving lump sum daily subsistence allowance (DSA) payments (Regular Budget) or monthly DSA instalments (CDI) to ensure adherence to contract terms and timely processing of payments.
• Monitor pending travel authorizations on a regular basis, and follow up to ensure that expenses are allocated during the financial year in which the travel took place.

Function 2 (incl. Expected results)

Evaluates, verifies and processes expense claims relating to travel, achieving results such as:

• Analyse and review travel expense claims to ensure that travellers have submitted complete and accurate information. (this will involve coordination with travellers, Human Resources, Field Personnel Administration, Field Operations Section, Regional, Field and UNDP Offices as necessary). Record financial records in QUANTUM.
• Process travel entitlements accurately and on a timely basis, in accordance with ICAO’s Staff and Field Service Rules. (This activity includes validating travel dates with approved itinerary, ensuring that travellers and/or Bureaus concerned have submitted all required documentation, calculating travel entitlements, identifying any outstanding advances by verifying the traveller’s account in QUANTUM, reconciling DSA payments for lengthy SSA contracts and effecting settlement of the balance due to/from the traveller).
• Process travel expense claim payments in QUANTUM to ensure that the traveller receives her/his final settlement and reconciliation with minimum delay
• Regularly follow up on outstanding travel advance payments and recoveries.

Function 3 (incl. Expected results)

Liaises with staff members, Field Experts, Consultants, Third Party travellers, Bureau focal points, Regional, Field and UNDP offices , achieving results such as:

• Provide clear, relevant information with respect to enquiries to avoid any misunderstanding or misinterpretation of the Travel Rules.
• Brief travellers on official travel with respect to travel and rules and regulations to ensure that they have a clear understanding of their travel entitlements.
• Initiate and respond to a large volume of e-mail correspondence.

Function 4 (incl. Expected results)

• Performs any other travel or accounting-related duties (e.g. filing, reconciliations, investigation or analysis exercises) as may be required by ASV to execute its mandated functions.

Function 5 (incl. Expected results)

Performs other related duties, as assigned.

QUALIFICATIONS AND EXPERIENCE

Education

Essential

• A Diploma of Collegial Studies (DEC) or equivalent, including the successful completion of courses in basic accounting.

Desirable

• A first level university degree in Finance/Accounting.

Professional experience

Essential

• At least six (6) years of experience as a Travel Claims or Accounting Assistant.

Desirable

Experience in a United Nations organization.

Languages

Essential

• Fluent reading, writing and speaking abilities in English.

Desirable

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

COMPETENCIES

Professionalism : Has an awareness of, and is capable of applying, the internal controls governing Accounts Payable in an ERP environment. Has knowledge of general financial reporting requirements for accounts payable and accrued liabilities. Has the ability to understand and interpret financial rules and regulations and procurement guidelines. Has knowledge and understanding of Canadian GST, PST and HST tax invoice requirements; 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 persona l concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

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 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 honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; support s 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.

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.

CONDITIONS OF EMPLOYMENT

Applicants must hold either Canadian citizenship or Canadian Permanent Residency in order to be eligible for this position.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of One (1) year (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.

Remuneration: Level Net Base Salary per annum

G-6 CAD 55,741

HOW TO APPLY

Interested candidates must complete an on-line application form. To apply, please visit: ICAO Careers website .

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.