Travel Associate

UNDP•Montreal, QC

10h•Onsite

About The Position

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.

Requirements

High school diploma or equivalent is required.
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.
Fluent reading, writing and speaking abilities in English and French.
Strong proficiency in MS Office applications, particularly Excel, Word and PowerPoint.

Nice To Haves

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.
Experience in a ‘rent-a-plate’ onsite travel service configuration.
Experience in a United Nations organization.
A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish).

Responsibilities

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.
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).
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.
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.
Performs other related duties, as assigned.