Mail Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 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 delegated authority, the incumbent will be responsible for the following duties: • Monitors workflow, assesses needs and takes appropriate action to maintain constant flow. • Tracks the distribution of all mail as well as the pouch service e.g. Send Suite. • Determines and advises the supervisor of the staffing requirements; schedules staff to minimize overtime and the need for temporary assistance. • Assists in screening registry staff prior to recruitment. • Assigns and reviews work of staff to ensure accuracy and that objectives are met. • Plans and assigns long/short term work programs and tasks. • Recommends staffing changes to accommodate workload fluctuations. • Drafts memoranda concerning mail operations. • Communicates with UN offices and agencies worldwide to advise on dispatch of pouch materials. • Investigates and resolves complaints regarding delivery, e.g. incoming pouch, incoming mail, courier deliveries etc. • Recommends procedures, and systems of operation. • Contacts representatives from couriers, airlines and USPS on a daily basis to ensure smooth movement of pouches and mail, and coordinates and applies all agreed changes accordingly. • Advises on the computerization of mail/pouch and messenger operations. • Reviews statistics on work carried out by office. • Prepares accounts, statistics and other statements relating to the registry sub-unit for supervisors and management. • Reviews pouch and mail worksheets. • Monitors scheduling of airline reservations for containers for pouch shipments. • Reviews compliance with pouch and mail rules and rates, and the respective charges. • Is responsible for the custody and safekeeping of all pouches and mail received in the unit. • Applies Security and Safety procedures with regard to handling or processing mail. • Signs the credit memos and summary of enclosures. • Ensures that items for pouching and mailing are properly sorted and handled and that customers are aware of best manner of dispatch. • Determines freight charges, based on the extent of use of the pouch/mail services and apportions the costs thereof. • Coordinates/executes mail related logistics during conferences. • Ensures timely distribution of conference documents. • Ensures prompt delivery of urgent mail. • Prepares yearly budget for registry sub-unit in relation to pouch, overnight express service, and mail. • Prepares staff attendance records and audits UMOJA entries. • Assists in supervising, training of staff and performs other related duties including mail runs, servicing UN outlying buildings and inter-sub-unit support. In large units, the incumbent may head a sub-unit of the mail operation, and in smaller operations may head the unit. In these cases the Mail Assistant may perform the following: • Organizes and plans the work of the unit. • Coordinates the work of various operations concerning the diplomatic pouch, mail and messenger unit, e. g. processing to ensure that pouch schedules, overnight express service and outgoing mail service are met. •Approves and monitors leave. •Conducts unit meetings. •Evaluates performance and makes recommendations accordingly. •Coordinates with supervisors of the other units to maintain workflow.

Competencies

PROFESSIONALISM: Knowledge of general office procedures, mail and pouch manual, 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. 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.

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 audience; demonstrates openness in sharing information and keeping people informed.

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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of progressively responsible experience in handling mail, pouch, registry operations or related area is required. The minimum years of relevant experience is reduced to 5 years for candidates who possess a first-level university degree or higher.

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.

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

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in 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.