Mailroom and Administrative Assistant
Perform mailroom and administrative tasks to support operational efficiency.
This opening expired 10 months ago.
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Overview
Perform mailroom and administrative tasks to support operational efficiency.
You have:
- High School or equivalent diploma is required.
- A minimum of Five (5) years of progressively responsible experience in administrative support, logistics, or mailroom operations is required.
- Experience in handling pouch dispatches, mail distribution, and document tracking systems is required.
- Experience in property management, inventory control, or contingent-owned equipment (COE) support is desirable.
- Familiarity with UN or international organization administrative procedures is desirable.
- Possession of a valid national driver’s license is required.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook) and basic data entry systems is required.
- Fluency in English and Arabic is required.
Contract
This is a Consultancy contract. More about Consultancy contracts.
Result of Service
The services of the Mailroom and Administrative Assistant are essential to ensure the smooth and timely flow of official correspondence, pouch dispatches, and administrative support within the Property Management Unit and COE. This role directly contributes to the operational efficiency of the mission by supporting the exponential increase in the demands inside Libya, ensuring that logistical and documentation processes are uninterrupted, secure, and responsive to the evolving needs of the mission.
Work Location
Tripoli
Expected duration
Up to 31 December 25
Duties and Responsibilities
Within delegated authority, the incumbent will carry out the following duties: 1. Manage incoming and outgoing mail and pouch dispatches, ensuring accurate documentation, timely distribution, and secure handling of materials. 2. Sort, record, and distribute internal and external correspondence to relevant offices and personnel in accordance with established procedures. 3. Coordinate with UN agencies, local contractors, and other stakeholders for the collection and delivery of official documents and materials within UNSMIL facilities. 4. Maintain accurate logs and tracking systems for all mailroom activities, including dispatch records, delivery confirmations, and inventory of supplies. 5. Support administrative functions related to property management and contingent-owned equipment (COE), including data entry, filing, and document control. 6. Assist in the preparation of reports and documentation for audits, inspections, and inventory reviews. 7. Liaise with logistics and transport teams to ensure timely movement of materials and coordination of deliveries. 8. Monitor and replenish mailroom supplies and equipment, ensuring operational readiness and cost-effective usage. 9. Provide general office support, including photocopying, scanning, and assisting with meeting logistics and filing systems. 10. Perform other duties as assigned by the supervisor, including support to PMU/COE operational tasks and emergency dispatches. 11. Perform other tasks as assigned.
Qualifications/special skills
High School or equivalent diploma is required. A minimum of Five (5) years of progressively responsible experience in administrative support, logistics, or mailroom operations is required. Experience in handling pouch dispatches, mail distribution, and document tracking systems is required. Experience in property management, inventory control, or contingent-owned equipment (COE) support is desirable. Familiarity with UN or international organization administrative procedures is desirable. Possession of a valid national driver’s license is required. Proficiency in Microsoft Office applications (Word, Excel, Outlook) and basic data entry systems is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required.
Additional Information
Not available.
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.
Potential interview questions
| Can you describe your experience managing mailroom operations and how you ensure timely distribution? | This question assesses the candidate’s practical experience in managing mail efficiently. | Describe specific examples of your previous responsibilities and how you handled challenges. |
| What systems have you used for document tracking and mail management, and how did they improve your work processes? | Understanding the candidate’s familiarity with tracking systems is crucial for efficiency. | Pro members can see the explanation. |
| Describe a time when you had to coordinate logistics for a complex dispatch. What steps did you take? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you prioritize your tasks in a busy mailroom environment? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use to maintain accurate logs and tracking systems in the mailroom? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you share an experience in which you had to collaborate with other departments or agencies? | Pro members can see the explanation. | Pro members can see the explanation. |
| What measures do you take to ensure security and confidentiality in handling correspondence? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle equipment and supply shortages in a mailroom setting? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 11 months ago
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Updated 10 months ago
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Source:
careers.un.org
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