MAIL ASSISTANT

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 1,589 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

The position is located in Movement Control Section within the United Nations Stabilization Organization Mission in the Democratic Republic of Congo (MONUSCO). The incumbent will be based in Kinshasa. The Mail Assistant will report to the Mail and Pouch Supervisor or Senior Mail Assistant.

Responsibilities

Within delegated authority and under the overall supervision of the Mail and Pouch Supervisor or Senior Mail Assistant, the incumbent will be required to perform the following functions:

• Interact with Permanent Missions, UN Common System offices, field missions, and others. International organizations, NGOs, etc., regarding pouch and mail-related issues. • Alerts the supervisor of tampered mail for appropriate action. Tracks the distribution of all mail, as well as pouch service. • Receive incoming pouches, incoming mail, express mail, and parcels; verify agencies and post office incoming mail and pouch & its follow-up. • Logs incoming items and raises discrepancies to supervisor, e.g., missing pouches, incoming mail items, incorrect pouch numbers, misrouted pouches, etc. • Ensures that all items received are logged onto the computer for financial and statistical purposes. Prepare receipts and processes for distribution. • Assists in tracing items and is accountable for actions taken. Verify, sort, and register all mail received and ensure that all delivered is signed for upon delivery. • Coordinating with different sectors and making the lookups on mails for staff members that are out of the mission or passed away... • Prepare outgoing pouches (Diplomatic, Domestic, and international mail) and ensure accurate SOE and CMR data entry. • Assists in ensuring only authorized personnel are manifested and boarded on the aircraft and informs passengers of international aviation safety requirements. • Liaises with the aircraft’s crew to ensure proper loading of passengers and cargo and handover of documents. • Communicates shipping details to all concerned parties. • Provides information on flight schedules and travel bookings as and when required. • Log the AWB reference number of the parcel and mail and pouch into our Diplomatic pouch database. • 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. • Assists in preparing the yearly budget for the Registry subunit concerning the pouch, overnight express service, and mail.5% Answer inquiries regarding 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 motor, forklift, or other equipment as needed by the unit. Delivers urgent mail/messages. • Sign credit notes, summary of contents, and pouch labels. Speak regularly with postal and courier services to keep abreast of changes in the sector. • Maneuvering engine, forklift, or other equipment according to the needs of the group. Ensure the delivery of mail and urgent messages. • Acquires all other tasks entrusted to him. • Performs Other duties as assigned.

Competencies

Professionalism: 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. Gender indicator Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 the audience. Demonstrates openness in sharing information and keeping people informed.

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 three (3) years of progressively responsible experience in mail, pouch, registration, or related areas is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in French is required; and knowledge of English is desirable.

Assessment

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

Special Notice

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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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.