Distribution and Printing Associate

Work Location Montreal

Expected duration It should be noted that this post is to be filled for a period of six (6) months with a possibility of an extension.

Duties and Responsibilities THE ORGANIZATIONAL SETTING The International Civil Aviation Organization (ICAO) sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security and environmental protection. To that effect, ICAO is a knowledge-based organization engaged in the development of intellectual property. 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.

The Reproduction Services Unit (REP) within the Revenue and Product Management Section (RPM), provides printing, reproduction, assembly and distribution services for ICAO. REP also undertakes print services for external clients and other UN agencies such as IATA and ACI.

The Distribution and Printing Associate will play a key role in fulfilling internal requests for distribution of publications, periodicals and promotional materials; coordinating mailing services for Resident Delegations; and, particularly expediting external printing orders for publications and training materials. The incumbent will also help the printing team of the unit as an Assembly Operator when required. The impact of this function on the Revenue Product Management (RPM) activities is significant in terms of revenue and perceived value of the customer service provided to internal and external clients by REP.

Under the Head, Reproduction Services Unit, the Distribution and Printing Associate will be directly responsible for provision of timely and accurate mailing and distribution services.

MAJOR DUTIES AND RESPONSIBILITIES Function 1 (incl. expected results) Processes shipping requests, achieving results such as: - Pack, weigh and stack bound and finished products on pallet for shipment. - Provide shipping price estimates and fill out customs declarations. - Ship mail and packages worldwide and track them to their destination. - Resolve issues with shipping delivery and customs, if required. - Receipt and handover of diplomatic pouch consignments according to prevailing procedures. - Process shipments through DHL, FEDEX, or other online shipping and freight applications. - Process and track status of invoices for shipping services.

Function 2 (incl. expected results) Produces effective and efficient daily work outputs, achieving results such as: - Provide input to H/REP on a weekly basis regarding external distribution activities. - Coordinate activities related to mail services for the official delegations. - Prepare all information required for the dispatch of registered and/or express mail on a daily basis. - Follow up, communicate, and/or resolve problems/issues related to daily responsibilities. - Responsible for efficient organization, distribution and use of the shipping department space. - Ensure sufficient resources, materials and supplies are on hand at all times.

Function 3 (incl. expected results) Assembles, collates and gathers various print jobs: Prepare the printed document to be collated: - Verify every page for the appropriate language, including quality of impression and verification of page numbering; - Assemble job (with equipment or manually); and - Assemble different parts of document to be printed such as maps, folded and non-folded documents, perforated documents, etc. Perfect binding: - Assist the main operator on the perfect binding equipment; - Perform a manual count of books produced; and - Remove the books from conveyor and separate in even piles on a utility truck, ready to be trimmed. Perforator: - Punch holes in various documents such as manuals, training material, etc. - Perforate parts of documents to be placed under cover (Acco-Press, Acco-Fastner and Cerlox). Saddle stitch: - Assist the operator in charge by manually feeding document parts. Stapling: - Staple documents manually or using an electrical stapler.

Function 4 (incl. expected results) Performs other related duties, as assigned, for the Reproduction Services Unit.

Qualifications/special skills Academic Qualifications: Post-secondary education and professional training must commensurate with the duties and responsibilities outlined above is required.

Experience: - A minimum of three years of experience in provision of mailing, courier and/or publication distribution services to a diverse and demanding clientele worldwide. - A minimum of two years of experience in a production environment. - Familiarity with at least one major shipping companies online shipping system/terminal as well as with customs documentation and requirements for clearance. - Capable of providing good customer service, which included addressing client queries and orders, correctly pricing and logging packages for shipping, tracking and following up. - Demonstrates willingness to learn and execute different tasks in a printing production environment. - Able to communicate clearly and effectively to coordinate efforts. - Above-average computer skills, including MS Office and specialized online shipping tools. - Demonstrates willingness to accept direction from the Head of the REP Unit, printing supervisors and peers to improve quality and performance.

Language: - Fluent reading, writing and speaking abilities in English and French is required. - A working knowledge of a second language of the Organization (Arabic, Chinese, Russian, or Spanish) is desirable.

Additional Information This is a full time position. In addition, tasks and duties must be performed on-site at HQ Montreal from Monday through Friday (working remotely does not apply).

Please note that the monthly rate for Band A varies from CAD 3,991 to CAD 5,172.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.