Job Description

STATUS Please note that this is a locally-recruited ICAO post, based in Montréal, that is restricted to Canadian Citizens, Permanent Residents of Canada or holders of a valid work permit for Canada.

ORGANIZATIONAL SETTING The Revenue and Product Management (RPM) Section is part of the Bureau of Administration and Services (ADB) and is focused on revenue-generating activities of the Organization. The portfolio of revenue-generating activities includes publications, periodicals, databases, websites, training, printing and events. The revenues generated by these activities are required to promote the implementation of ICAO’s Strategic Objectives and to carry out related Programme Support. The Section is responsible for the overall strategic planning, stakeholders’ collaboration, Coordination, promotion, and distribution of these sellable products in close coordination with the other Bureaus/Offices of the Organization.

REPORTING The incumbent reports directly to the Head, e-Commerce and Publications (H/ECP), who will provide overall direction and instructions on special tasks. Since the post includes financial responsibilities (the accounts receivable related to publication sales), there is an indirect reporting relationship with the Head, Accounts Receivable Unit (H/ARU) in the Finance Branch (FIN) for matters of a technical accounting nature.

Responsibilities

Function 1: Identifies funds received in ICAO’s banks in connection with publication sales orders, collaborates with staff of the RPM Section in identifying payments received against outstanding invoices, releases orders in the Sales Order system, achieving results such as: •Regularly review listing of wire and cheque deposits for identification and application of payments to clear publications receivable.

•Prepare regular general ledger file for upload of payments received to the ICAO Financial Reporting platform, Agresso.

•Release publication orders when receipt of funds are recorded to outstanding invoices.

•Ensure timely communication on status of payments to enable the processing and dispatch of documents.

•Reconcile monthly reports to bank ledger accounts and resolve discrepancies.

•Investigate unidentified funds, resulting in the correct beneficiary account being credited.

Function 2: Maintains and reconciles accounts receivable accounts in Agresso related to the sales of publications and advertising, records the corresponding revenue generated from sales and advertising, maintain customer accounts in the accounts receivable module, achieving results such as: •Receive monthly sales amounts from the Revenue and Product Management Section (RPM) and prepare monthly record of revenue and corresponding receivable amounts for upload to the Agresso General Ledger accounts.

•Communicate status of accounts directly with customers and Regional Offices.

•Produce, analyse and dispatch monthly customer and sales agents’ statements.

Function 3: Maintains and reconciles accounts receivable accounts related to credit card sales and e-commerce system, and manage collections within RPM, achieving results such as: •Reconcile credit card e-commerce sales with corresponding reports from the payment gateway system.

•Confirm refund requests with supporting documents relating to original transaction and prepare request for reimbursement once return of merchandise is approved by RPM.

•Confirm credit card and e-commerce income in ICAO’s bank accounts and reconcile corresponding credit card statements.

•Investigate declined credit card payments or suspicious credit card transactions.

•Monitor outstanding invoices report from FIN and track collections within RPM to ensure timely payment of invoices.

Function 4: Reconciles customer accounts in the ALCIE system and provides monthly aging of receivables, including year-end balance, follows up on delinquent accounts for collection of unpaid invoices, achieving results such as: •Effectively follow-up on amounts due and ensure prompt billing and collection of all receivables.

•Issue customer statements regarding unpaid invoices.

•Monitor and report delinquent accounts for a review of credit limit.

•Review and reconcile General Ledger Receivable accounts and Customer Records on a monthly basis, including monthly aging of customer accounts in ALCIE to ensure timely action on outstanding items.

•Prepare and submit to H/ARU quarterly the single account reconciliation of the Publications accounts receivable.

•Prioritize tasks to ensure year-end transactions are finalized prior to year-end cut-off date for Accounts Receivable Unit.

•Act as a focal point regarding the financial reporting from ALCIE – sales order system.

•Prepare year-end accounts receivable reports, for submission to Accounting Services Section (ASV), in accordance with year-end audit requirements.

•Provide guidance and direction in the development and implemention of requirements for the automation and integration of the e-Commerce platform with Agresso.

•Regularly review the e-Commerce and Agresso systems to ensure efficiency / accuracy and provide recommendations and / or data Analysis to H/ECP.

Function 5: Provides financial advice and guidance to DD/ADB-IAS and RPM Section, achieving results such as: •Provide financial advice, analysis and assistance on revenue generation activities questions to DD/ADB-IAS and C/RPM.

•Provide financial enquiries and reports from the Agresso, Alcie and e-Commerce systems.

•Assist with issues of account coding and processing of payments.

•Prepare reconciliation and write offs requests for any RPM customer.

•Develops and maintains performance measurement dashboard for RPM business plan and operational plan.

•Provide guidance and recommendations to C/RPM on RPM budget, strategic directions, business plans,operational plans and human resources plans.

•Establish and maintain a financial accountablity framework to monitor and maintain reseller and royalty agreements monitoring accounts receivable agreements and report delinquent accounts; evaluate accuracy of client’s self-reported payment data.

Function 6: Provides financial support and services in development of the Publications budget, achieving results such as: •Analyse publications revenues and market drivers and assist H/ECP in the development of triennium and annual budget for Publications.

•Prepare detailed budget scenarios and provide regular reports on the publications revenues and progress to budget.

•Provide publications inventory financial reports and carry out spot checks on inventory throughout the year.

Function 7: Performs other related duties, as assigned.

Competencies

1. Professionalism: Takes initiative at his/her work and has a proactive approach to tasks. General knowledge of ICAO’s activities, practices and financial procedures. 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 personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

2. 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.

3. 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.

4. 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.

5. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports 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.

6. Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Education

• A diploma of College Studies (DEC), or equivalent, including proof of successful completion of courses in accounting fundamentals and computer processing.

Work Experience

• At least six (6) years of experience in accounting is required.

• Experience in keeping detailed and accurate records and take required follow-up action is required.

• Experience in analysing financial data and reports is required.

• Experience in applying and interpreting financial rules and regulations is required.

• Familiarity with Agresso (ERP) and Magento e-Commerce (or similar) platforms is desirable.

Languages

• Fluent reading, writing and speaking abilities in English is required.

• Knowledge of any of the following languages of the Organization (Arabic, Chinese, French, Russian, Spanish) is desirable.

Assessment

• Evaluation of qualified candidates may include an Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Please note that this is a locally-recruited ICAO post, based in Montréal, that is restricted to Canadian Citizens, Permanent Residents of Canada or holders of a valid work permit for Canada.

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. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.

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 at the G-6 level: Net base salary per annum: CA$ 42,503

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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