Within limits of delegated authority and depending on location, the Mail Assistant at this level will be responsible for the following duties: ? Delivers all regular, registered and certified mail and packages weighing up to 35 lbs. to the intended recipient office/individual. ? Receives incoming pouches, incoming mail, express mail, and parcels; verifies airlines and courier documents. ? Collects all incoming registered mail from Post Office. ? Alerts the supervisor of tampered mail for appropriate action. ? Tracks the distribution of all mail, as well as pouch service. ? Logs incoming items and raise discrepancies to supervisor, e.g., missing pouches, incoming mail items, incorrect pouch numbers, misrouted pouches, etc. ? Ensures that all items received are logged onto computer for financial and statistical purposes. Prepares receipts and processes for distribution. ? Assists in tracing items and is accountable for actions taken. ? Ensures safety and security of items received in area, i.e., that all items are x-rayed and date-stamped prior to distribution. ? Sorts and categorizes mail to facilitate processing. ? Assists supervisor in opening and inspecting items to ensure that all items received in pouch and mail units are official and in compliance with pouch and mail rules and regulations, maintains records. ? Ensures that outgoing pouch and courier shipments are processed to meet pick-up schedules, and that incoming pouches/courier shipments are processed in a timely manner, and that reports are completed on time. ? Ensures timely distribution of conference documents to regular and high-level meetings. ? Provides guidance to other staff on the proper use of diplomatic pouches or other mail service. ? Ensures proper coding, authorization, and addressing. ? Signs the summary of enclosures. ? Records the quantity of mail in each category, e.g., registered, certified, mail from missions, personal, confidential, or other for statistical purposes. ? Determines and apportion freight charges proportionate to usage by other UN agencies. ? Assists in training new staff. Operates tow motor, forklift or other equipment as needed. ? Delivers and ensures prompt delivery of urgent mail, parcels, specials etc. as required. ? Prepares weekly activities report for management. ? Drafts some correspondence. ? Performs data entry and generates statistical reports as and when required. ? Performs other duties within the Unit as required, including but not limited to mail delivery services to outlying buildings in support of UN offices.

Requirements:

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of three years of experience in processing mail, pouch, registry operations or related area is required. The minimum years of relevant experience is reduced to one year for candidates who possess a first-level university degree or higher. Experience in meetings services and handling confidential documents is desirable. Experience in mail shipping and tracking systems is desirable. Experience in administrative activities including statistical data collection and corresponding with clients 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 desirable.