Background

Under the direct supervision of the lead agency for courier services, the post will assist in managing the operational and administrative functions of the Common Services for Courier operations of the UN system in order to gain economies of scale and reduce costs, leverage better concessions from service providers, improve the quality of mailroom services, and enhance cooperation among the different UN agencies and affiliates. The cost of maintaining this post will be shared by participating UN agencies and affiliates.

Duties and Responsibilities

1. Assist in the managing the common mailroom operations of the UN System. Supervise the 2 Mailroom staff and 2 external messengers on a daily basis. Coordinate the day-to-day requirements and priorities of the UN agencies. Review process flows and administrative systems and recommend improvements in mailroom management services and mail distribution. Serve as advisor to the UN system on courier-related matters.

2. Review rates and monthly billings of Courier Service Providers. Ensure accuracy and timeliness of monthly statements.

3. Review process flows and implement improvements in the mailroom management services and mails distribution to reduce costs and improve efficiencies.

4. Provide accurate and timely information, documentation, and reports required by the UN Country Team (UNCT), the Operations Management Team (OMT) and the participating UN agencies. Assist in the preparation of related PowerPoint presentations to the UNCT and the OMT.

5. Assist in the performance review of the courier service providers and recommend necessary actions and initiative to improve the quality of services and reduce costs. Monitor industry rates to ensure competitiveness of UN rates.

6. Coordinate the preparation of the Annual Work Plan and budget for common courier services. Prepare cost allocation methodology and recommend modifications, as necessary. UNICEF to lead any review and necessary modifications to the cost allocation methodology. Assist in the documentation of experiences and lessons learned.

7. Lead and facilitate the courier bidding process – preparation of bid documents, pre-bid conference and finalize technical and financial evaluations of the bidding committee. Presentations to UNICEF Contracts Review Committee (CRC), drafting/packaging of contracts and implementation.

8. Evaluate new technologies and industry trends and recommend integration of best practices in the system. Evaluate new products proposed by service providers to determine value and benefits to the UN system.

9. Administer the CS Management System for Courier Services.

10. Hold in trust any assets procured for purposes of the Common Services Courier (CSC) on behalf of the participating UN agencies. Protect all funds, property and assets of the CSC under its possession or control, and keep an updated inventory thereof, and to deliver or dispose in accordance with the Operations Management Team instructions.

Impact of Results

The post is critical in the successful implementation of the Common Services for Courier (CSC) by ensuring that sufficient and capable personnel, property, equipment and logistical resources are available to provide the mailroom/mail distribution users with the specified services for courier. The post shall oversee the mailroom operations, coordinate the requirements of the changing priorities of all the participating agencies and serve as advisor to the UN systems on courier related matters.

Competencies

Communication

Speaks fluently; expresses opinions, information and key points of an argument clearly; makes presentations and undertakes public speaking with skill and confidence; responds quickly to the needs of an audience and to their reactions and feedback; projects credibility; structures information to meet the needs and understanding of the intended audience; presents information in a well-structured and logical way.

Working with People

Shows respect for the views and contributions of other team members; shows empathy; listens, supports and cares for others; consults others and shares information and expertise with them; builds team spirit and reconciles conflict; adapts to the team and fits in well.

Drive for Results

Sets high standards for quality of work; monitors and maintains quality of work; works in a systematic, methodical and orderly way; consistently achieves project goals; focuses on the needs and satisfaction of internal and external partners; accepts and tackles demanding goals with enthusiasm.

Analyzing

Analyzes numerical data and all other sources of information, to break them into component parts, patterns and relationships; probes for further information or greater understanding of a problem; makes rational judgments from the available information and analysis; demonstrates an understanding of how one issue may be a part of a much larger system.

Applying Technical Expertise

Applies specialist and detailed technical expertise; develops job knowledge and expertise (theoretical and practical) through continual professional development; demonstrates an understanding of different organizational departments and functions.

Planning and Organizing

Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; identifies and organizes resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones.

Following Instructions and Procedures

Challenge authority only where necessary and appropriate; follows procedures and policies; keeps to schedules; complies with legal obligations and safety requirements of the role.

Required Skills and Experience

Education:

Completion of secondary education is required.

Bachelor’s degree in business administration or any related fields.

Experience:

Minimum of 6 years of experience (secondary education) or 4 years’ experience with (bachelor’s degree) relevant experience in administrative/general services and administrative support.

Previous engagement with a UN agency or familiarity with the UN systems preferred.

Good working experience in office software packages

Experience in managing mailroom services.

Language Requirements:

Fluency in English and Filipino/Tagalog is required.