Supervisor, Mail and Registry Operations

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 This position is located in the Mail and Registry Operations (MRO), General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work in close coordination with the General Support Services of UNIDO, CTBTO and IAEA while working under the supervision and overall guidance of the Chief, GSS.

For more information, visit: www.unov.org.

Responsibilities Within assigned authority, the incumbent will be responsible for managing the mail and registry operations, providing advice and making decisions on a broad range of tasks while supervising a team of assistants, some with additional driving duties for the Director General (UNOV/UNODC) and other high-level UN Officials. S/he will be responsible for the following specific duties:

• Organize and plan the work of the mail and registry operations; supervise a team of Mail Assistants and Records Assistants and oversee the daily operations to ensure timely and smooth operations to the highest satisfaction of clients from UNOV/UNODC, UNIDO, CTBTO, IAEA and other UN entities in both Vienna and other duty stations.
• Manage and regularly review the schedules of assistants with additional duty driving the Director-General/Executive Director of UNOV/UNODC including high-level officials, in a timely, safe and courteous manner. Oversee their day-to-day maintenance and required repairs of assigned vehicles to ensure they are kept in good driving condition. Ensure correct steps, in line with UN and Host Country rules and regulations, are observed in case of drivers’ involvement in an accident.
• Develop guidelines related to the maintenance of records within UNOV/UNODC. Establish filing codes and recording practices based on organizational needs.
• Maintain and update archives; Determine items for disposal, in accordance with organizational guidelines.
• Communicate with UN offices and agencies worldwide to advise on dispatch of mail and pouch materials. Advise on procedures and guidelines of mail and pouch operations. Draft memoranda concerning mail operations.
• Ensure items for pouch and mail are properly sorted and handled; Advise customers of best and most economic dispatch method.
• Accountable for selecting the appropriate mode of postal category to obtain most cost-effective and safe means of delivery to meet the needs of the organization. Evaluate and coordinate the flow of all mail and pouch operations, ensuring timely and correct distribution and tracking of all mail and pouch. Ensure prompt delivery of urgent mail.
• Review compliance data regarding pouch rules, keep abreast of national and international postal procedures and respective charges with UN agencies and bodies worldwide.
• Keep informed of new technologies and issues related to the mail and registry operations. Recommend changes of procedures and/or systems of operation; analyse and suggest suitability of software and recommend automated methods.
• Contact representatives of service providers, such as couriers (DHL), Austrian Post and bulk mail services on daily basis to ensure smooth movement of pouches and mail; coordinate and apply all changes agreed upon. Investigate and resolve complaints regarding delivery, e.g., incoming pouch, incoming mail, courier deliveries etc.
• Monitor postage and mail accounts and prepare related expenditure reports. Review statistics on work carried out by office. Check and verify invoices for payment.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Monitor proper functioning and operation of all equipment (franking machine, printers, scanners, trolleys etc…); when necessary, initiate acquisition of supplies and maintenance of equipment.
• Responsible for the custody and safe keeping of all pouch and mail received. Sign credit memos, invoices and summary of enclosures. Conduct spot checks to ensure compliance with pouch and mail regulations.
• Act as contract manager for vendor contracts pertaining to mail and registry operations, in particular, on behalf of all four Vienna-based organisations, for pouch, courier and bulk mail contracts.
• Determine staffing requirements and organize schedules, plan and assign long/short term work programs and tasks, to minimize overtime and the need for additional temporary assistance. Regularly train staff in all facets of work and changes in operations.
• Assign and review work of staff to ensure accuracy and set objectives are met. Decide and set goals with staff as First Reporting Officer for their performance evaluation. Evaluate their performance and make recommendations/decisions, as appropriate. Approve and monitor leave.
• Assist travel staff with customs formalities as required; Together with DM/SSS, issue ground passes for affiliates.
• Attend postal exhibits, forums, Postal Customers Council, to obtain information and keep abreast of new industry practices and technologies.
• Maintain high level of accuracy and confidentiality in performing all duties, in particular, when dealing with confidential materials.
• Ensure smooth and efficient information flow within the office and within the organization.

• Perform other work-related duties as assigned.

  Competencies - Professionalism: Has good knowledge of office procedures. Has good knowledge of UN and Host Country mail operations rules and regulations. Has knowledge of national and international mail operation rules and practices. Is able to apply good judgment in the context of assignments given. Is able to supervise a team and to ensure clients are serviced in a professional manner. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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.

• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operated in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from the 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.

• Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

  Education High school diploma or equivalent is required. Possession of a Certificate for Handling Dangerous Goods is an advantage.

  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 A minimum of seven years of experience in mail operations is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.

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

Experience in archives and electronic records management is desired.

Experience in dealing with United Nations officials and staff members at all levels is desirable.

Experience in providing administrative support to senior professional staff, preferably within the United Nations system or in a multicultural environment is desirable.

Experience using processing tools such as Microsoft Office is desirable.

Experience using an enterprise resource (ERP) software is desirable.

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

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.

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

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.

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.

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.