Mail Assistant

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education. More about G-3 contracts.

Org. Setting and Reporting This position is located in the Mail Operations, General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Supervisor of the Mail Operations and the overall guidance of the Chief, General Support Section (GSS).

For more information on UNOV, please visit: www.unov.org.

Responsibilities Within limits of delegated authority and depending on location, a Mail Assistant at this level may be responsible the following duties: (These duties are generic, and may not be performed by all Mail Assistants.) - Assists the Security Officer or other assigned staff to x-ray incoming mail and incoming pouches. - Maintains log of all mail pieces received from couriers intended for mail and pouch units. - Counts the number of pieces received, records the quantity in each category, e.g., registered, certified, mail from missions, personal, confidential or other. - Takes responsibility for the receipt of mail from courier agents, government and foreign missions. - Delivers special mail and packages weighing up to 35 lbs. - Assists in coding, sorting, processing, and looking-up address, where insufficient. - Compares incoming log sheet against the number of pouches or specials received from couriers, contractors and the government postal service. - Advises supervisor, security, and courier or contractor immediately, if a pouch or mail item is missing or has been tampered with, or if suspicious packages or other mail is found lying unattended. - Delivers x-rayed packages. - Provides guidance to other staff on the proper use of diplomatic pouches or other mail service. - Opens and inspects parcels intended for forwarding to field offices to ensure compliance with pouch rules. - Assists unloading containers; assists in x-ray, presorts and delivers mail to specified units, agencies and missions and delivers balance to common sorting area. - Processes all outgoing official correspondence, publications and informational material. - Checks that outgoing mail is official and is dispatched by the most efficient mode. - Returns to staff members mail/pouch items deemed to be private in nature. - Ensures that mail is clearly and correctly addressed. - Weighs the mail in order to determine the postage and to frank accordingly. - Determines whether outgoing mail should be posted or sent through the UN pouch network. - Tracks the distribution of all mail, as well as the pouch service. - Ensures timely distribution of conference documents. - Establishes the degree of mail priority based on considerations such as cost effectiveness and schedules. - Records and calculates the daily postage charges for individual UN offices. - Maintains petty cash to pay for surcharges of official incoming correspondence, which do not have sufficient postage. - Monitors the petty cash balance. - Checks and verifies invoices for payment. - Assists in preparation of yearly budget for Registry subunit in relation to pouch, overnight express service, and mail. - Answers inquiries with regards to international postal services, and the UN pouch service and regulations. - Signs the credit memos, and summary of enclosures and Diplomatic Pouch tags. - Liaises regularly with postal and courier services to keep abreast of new developments in the industry. - Operates tow motor, forklift or other equipment, as needed by unit. - Rotates services between various sub-units. - Delivers urgent mail/messages. - Ensures prompt delivery of urgent mail. - Performs other duties as assigned.

Competencies - Professionalism – Knowledge of general office procedures, safety and security regulations. 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. - 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. - 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.

Education High school diploma or equivalent is required.

Job - Specific Qualification Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience Experience in handling mail, pouch, registry operations or related area is required.

Experience in handling confidential documents and experience in Mail shipping and tracking systems is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

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

Special Notice Appointment for this position is for an initial period of one year.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations 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. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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 internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the 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 on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.