Travel Associate

Job Posting Organization:
The International Civil Aviation Organization (ICAO) is a specialized agency of the United Nations established in 194

• Its mission is to promote the safe and orderly development of international civil aviation throughout the world. ICAO has a workforce of over 1,000 employees and operates in 193 member states, providing leadership and support for the global aviation community. The organization is committed to enhancing gender equality and the advancement of women, aligning with UN Sustainable Development Goal 5, which aims to achieve gender equality and empower all women and girls. ICAO values integrity, professionalism, and respect for diversity in its operations and workforce.

Job Overview:
The Travel Associate position is situated within the Travel Services Unit (TRSU) of the Safety & security" style="border-bottom: 1px dotted #007bff !important;">Security and General Services (SSG) Section, which is part of the Bureau of Administration and Services (ADB). The role is crucial as it involves coordinating all travel conducted under the auspices of ICAO, including travel from Regional Offices and various projects worldwide. The Travel Associate will report directly to the Travel Officer and will work closely with the Senior Travel Associate. This position requires a high level of responsibility and accountability, with the incumbent expected to work independently and take initiative in managing travel processes. The Travel Associate will be responsible for ensuring that travel authorizations are processed accurately and efficiently, and that all travel-related financial transactions comply with ICAO’s regulations and procedures. The role also involves liaising with various stakeholders to provide clear information regarding travel rules and entitlements, ensuring that all parties have a comprehensive understanding of their travel arrangements.

Duties and Responsibilities:
The Travel Associate will have several key functions, including:

• Evaluating, verifying, and processing travel and removal authorizations for all official travel, ensuring that all required approvals are obtained and budget codes are defined. This includes calculating cost estimates and processing travel advance payments in the Enterprise Resource Planning System (QUANTUM).
• Evaluating and processing expense claims related to travel, ensuring that all claims are complete and accurate, and coordinating with various departments as necessary.
• Liaising with staff members, consultants, and third-party travelers to provide relevant information regarding travel inquiries and ensuring that travelers are briefed on their entitlements.
• Performing any other travel or accounting-related duties as required, including filing and reconciliations.
• Completing other related duties as assigned by the supervisor.

Required Qualifications:
The position requires a Diploma of Collegial Studies (DEC) or equivalent, with successful completion of courses in basic accounting. A first-level university degree in Finance or Accounting is desirable. Candidates must have at least six years of experience as a Travel Claims or Accounting Assistant, with experience in a United Nations organization being an advantage. The role demands a strong understanding of financial reporting requirements and internal controls governing accounts payable in an ERP environment.

Educational Background:
Candidates must possess a Diploma of Collegial Studies (DEC) or an equivalent qualification, which includes the successful completion of courses in basic accounting. A first-level university degree in Finance or Accounting is considered desirable and would enhance a candidate's profile for this position.

Experience:
The ideal candidate should have a minimum of six years of professional experience in roles related to travel claims or accounting assistance. Experience within a United Nations organization is highly desirable, as it provides familiarity with the specific regulations and procedures that govern travel and financial transactions in an international context.

Languages:
Fluency in English, including reading, writing, and speaking, is essential for this position. Additionally, a working knowledge of any other language of the Organization, such as Arabic, Chinese, French, Russian, or Spanish, is considered desirable and would be beneficial in a multicultural work environment.

Additional Notes:
Applicants must hold either Canadian citizenship or Canadian Permanent Residency to be eligible for this position. The role is fixed-term for an initial period of one year, with the first year being probationary for external candidates. ICAO staff members are expected to conduct themselves in accordance with the Standards of Conduct for the International Civil Service. The position offers a net base salary of CAD 55,741 per annum, along with an attractive benefits package in line with the policies of the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after January 1, 2014, is 65 years. Only candidates expected to complete a term of appointment will be considered for external applications.