Job Description

CALMS Reconciliation _ Senior Associate

Position Summary

The CALMS Reconciliation Analyst is responsible for performing end-to-end reconciliation of commercial airline invoices and airway bill (AWB) data within the CALMS environment. The role ensures invoice accuracy, timely reconciliation, resolution of mismatches, compliance with financial controls, and achievement of operational KPIs. The Associate works closely with Operations, Finance, Commercial Airlines and Country Controllers to resolve discrepancies and improve reconciliation performance.

Key Responsibilities

1. CALMS Reconciliation Operations

• Perform daily and monthly reconciliation of airline invoices against expected costs in CALMS.
• Match AWB/MAWB data with invoice information to ensure accurate financial records.
• Process and reconcile IATA CASS and third-party airline invoices.
• Investigate and resolve unmatched or unreconciled transactions.
• Execute reconciliation activities within agreed SLA timelines.

1. Exception Management & Query Resolution

• Analyze invoice discrepancies, variances, and reconciliation exceptions.
• Follow up with country stakeholders, airline contacts, and station representatives to obtain missing information.
• Handle reconciliation-related queries through shared mailboxes and communication channels.
• Escalate unresolved issues according to the defined escalation matrix.

1. Reporting & KPI Monitoring

• Monitor reconciliation progress and aging items.
• Track KPI performance, including:
• Reconciliation Completion Rate
• MAWB Reconciliation Progress
• CALMS Hit Rate / Quality KPI
• Invoice Pending for Payment
• Prepare operational reports and management updates on reconciliation status and outstanding issues.

1. Financial Control & Compliance

• Ensure adherence to DHL financial policies, SOPs, and internal controls.
• Validate invoice accuracy before payment processing.
• Support audit requests and provide reconciliation evidence when required.
• Maintain accurate documentation and reconciliation records.

1. Stakeholder Management

• Collaborate with Finance, Operations, Procurement, and Country teams to resolve reconciliation issues.
• Participate in regular review calls to discuss NOK items, aging transactions, and performance results.
• Build strong working relationships with airline partners and internal stakeholders.

1. Continuous Improvement

• Identify root causes of recurring reconciliation issues.
• Recommend process improvements, automation opportunities, and standardization initiatives.
• Support implementation of CALMS enhancements and reporting improvements.

Qualifications

• Bachelor's Degree in Accounting, Finance, Business Administration, or related field.
• 2-5 years of experience in Procure-to-Pay (PtP), Accounts Payable, Reconciliation, or Finance Operations.
• Experience with ERP systems, invoice processing, and reconciliation activities.
• Strong analytical and problem-solving skills.
• Advanced Excel and reporting capabilities.
• Good communication and stakeholder management skills.

Key Performance Indicators (KPIs)Reconciliation completion rateCALMS Hit RateSLA complianceAging reductionQuery resolution turnaround timeInvoice accuracyAudit complianceProductivity and quality performance