Travel Claims Associate

UNDP•Montreal, QC

1d•Onsite

About The Position

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.

Requirements

A Diploma of Collegial Studies (DEC) or equivalent, including the successful completion of courses in basic accounting.
At least six (6) years of experience as a Travel Claims or Accounting Assistant.
Fluent reading, writing and speaking abilities in English.

Nice To Haves

A first level university degree in Finance/Accounting.
Experience in a United Nations organization.
A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Responsibilities

Evaluates, verifies and processes travel and removal authorizations for all official travel for Headquarters, Technical Cooperation, Regional Offices and third party travellers.
Reviews travel authorizations to ensure that all required approvals have been obtained, and that budget codes are clearly defined.
Calculates and reviews 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.
Processes 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.
Analyzes 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.
Monitors pending travel authorizations on a regular basis, and follows up to ensure that expenses are allocated during the financial year in which the travel took place.
Evaluates, verifies and processes expense claims relating to travel.
Analyzes and reviews 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). Records financial records in QUANTUM.
Processes 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).
Processes travel expense claim payments in QUANTUM to ensure that the traveller receives her/his final settlement and reconciliation with minimum delay.
Regularly follows up on outstanding travel advance payments and recoveries.
Liaises with staff members, Field Experts, Consultants, Third Party travellers, Bureau focal points, Regional, Field and UNDP offices.
Provides clear, relevant information with respect to enquiries to avoid any misunderstanding or misinterpretation of the Travel Rules.
Briefs travellers on official travel with respect to travel and rules and regulations to ensure that they have a clear understanding of their travel entitlements.
Initiates and responds to a large volume of e-mail correspondence.
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.
Performs other related duties, as assigned.