Travel Claims Associate, FIN

International Civil Aviation Organization (ICAO)


Org. Setting and Reporting
The Travel Claims Unit (TCU) is one of four units within the Accounting Service Section of the Finance Branch (FIN) of ICAO. The Travel Claims Unit (TCU) is responsible for the processing of travel authorizations and expense claims, as well as for the related payments for Headquarters and Regional Office staff members, field experts, consultants, third party travellers, and travel-related suppliers with respect to travel and removal of personal effects. The incumbent monitors and performs account reconciliations related to travel, ensures the application of the Staff Rules, Field Service Staff Rules and Financial Rules and Regulations. He/she acts as Team Lead in the absence of the Head of the Travel Claims Unit, and performs other duties as assigned. The incumbent reports directly to the Head of the Travel Claims Unit, who will provide overall direction, work assignments and instructions regarding tasks.
Function 1 (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 (Agresso) 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 (Technical Co-Operation) to ensure adherence to contract terms and timely processing of payments. • Record accounting transactions. • 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 and removal of household goods and shipment of personal effects, 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 Agresso. • 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 Agresso, reconciling DSA payments for lengthy SSA contracts and effecting settlement of the balance due to/from the traveller). • Process travel expense claim payments in Agresso 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) Analyses, generates and reconciles travel-related General Ledger (GL) accounts in Agresso, and prepares related accounting entries, achieving results such as: DINERS CLUB Accrual Account (Air tickets purchased by Headquarters) • Review the file generated by the monthly Diners Club statement (provided by the Travel Office) for accuracy with respect to the funds entered against each Travel Authorization. • Create a data file to be approved and uploaded directly to the GL by Head, Travel Claims Unit. • Carry out monthly analysis and reconciliation of the Diners Club accrual account, ensuring accurate financial reporting and clean audit opinion. • Monitor the reconciliation process including entries made by other staff in the Unit. • Ensure accurate application of International Public Sector Accounting Standards (IPSAS) policy related to expenditures, directly impacting yearly financial statements. ACCRUED LIABILITY – TRAVEL and other Travel-related GL Accounts • Carry out monthly analysis and reconciliation of Travel-related GL accounts, ensuring accurate financial reporting and a clean audit opinion. • Monitor and follow-up on agency service requests issued to Regional, UNDP and Field Offices ensuring that charges are received and recorded properly. • Investigate discrepancies between charges posted in Agresso and the amount authorized. • Monitor the reconciliation process including entries made by other staff in the unit. • Ensure accurate application of IPSAS policy related to expenditures, directly impacting yearly financial statements. Function 4 (incl. Expected results) Liaises with staff members, Field Experts, Consultants, Third Party travellers, Bureaux 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 removal 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 5 (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 6 (incl. Expected results) Performs other related duties, as assigned.
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 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 r esponsibility 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
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.
Job – Specific Qualification
Not available.
Work Experience
At least six (6) years of experience as a Travel Claims or Accounting Assistant is required. Airline and/or Travel Agency experience is desirable.
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).
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
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 temporary basis for a period of 364 Days. 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 49,278
United Nations Considerations
In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis. Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment 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.

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