Mail Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions.

The Facilities and Commercial Activities Service (FCAS) under the Division of Administration (DOA) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

The Mail Operations Unit (MOU) under the Special Services Section (SSS) in FCAS ensures the continued provision of efficient, effective and high-quality mail operations.

This position is located in the MOU of the SSS within the FCAS under the DOA in the DOS. The incumbent directly reports to the sub-unit Supervisor under the general supervision of the Unit Chief.

Responsibilities

Within limits of delegated authority and depending on location the Mail Assistant will be responsible for the following duties: • 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, after it has been x-rayed by security • Assists in coding, sorting, processing, and looking-up address to ensure mail is clearly and correctly addressed. • 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. • 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. • Weighs the mail in order to determine postage 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 to regular and high-level meetings. • 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. • 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 summary of enclosures and Diplomatic Pouch tags. • Liaises regularly with postal and courier services to keep abreast of new developments in the industry. • Trains new staff. Operates tow motor, forklift or other equipment, as needed. • Rotates services between functional areas of the Unit. • Delivers urgent mail/messages. • Ensures prompt delivery of urgent mail. • Supports team members with data entry, collection, and creation of statistical reports. Performs ongoing monitoring and refinement of statistical reports for data analysis. • Response to ad hoc queries. • Performs other duties within the Unit as required, including but not limited to mail delivery services to outlying buildings in support of UN offices.

Competencies

• PROFESSIONALISM: Knowledge of general office procedures, and in particular those related to mail and pouch operations, safety and security regulations and other general administration matters. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• 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

Not available.

Work Experience

A minimum of five years of experience in processing mail, pouch, registry operations or related area is required. The minimum years of relevant experience is reduced to 3 years for candidates who possess a first-level university degree or higher.

Experience with Safety and Security procedures with regard to handling or processing mail and pouch is desirable.

Experience in mail shipping and tracking systems is desirable.

Experience in administrative activities including statistical data collection, corresponding with clients and training junior colleagues 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 or assignment against this position is for an initial period of one year.

The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits 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.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.