Job Description

Org. Setting and ReportingThe Department of Operational Support (DOS) was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) under the Division of Administration (DOA) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Mail Operations Unit (MOU) under the Special Services Section (SSS) in FCAS ensures the continued provision of efficient, effective and high-quality mail operations. The position is located in the MOU of the SSS within the FCAS under the DOA in the DOS. The incumbent directly reports to the sub-unit Supervisor under the general supervision of the Unit Chief. ResponsibilitiesWithin limits of delegated authority, the Mail Assistant is responsible for the following duties: • Assists the Security Officer or other assigned staff to x-ray incoming mail and incoming pouches. • Maintains log of all mail pieces received from couriers and post office intended for mail and pouch units. • Processes and ensures that all items received from inter-office, courier agents, government and foreign missions are tallied and recorded into the mail shipping and tracking system for tracking and statistical purposes. • Delivers all regular, registered and certified mail and packages weighing up to 35 lbs. to the intended recipient office/individual. • Delivers urgent mail, parcels, specials etc. as needed, or ensures prompt delivery of urgent mail. • Assists in coding, sorting, processing, and looking-up addresses and staff member locations as required. • Alerts the supervisor of tampered and suspicious mail for appropriate action applying UN mail security protocols. • Provides guidance to other staff on the proper use of diplomatic pouches or other mail service. • 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. • Ensures that mail is clearly and correctly addressed. • Determines whether outgoing mail should be posted or sent through the UN pouch network. • Supports meetings services by ensuring timely distribution of regular and confidential conference documents to interpreters, and related offices; provides reproduction and digitalization services. • Acts as on-duty mail assistant (on rotating basis) in order to report for duty to provide support to meetings (e.g., Security Council), scheduled outside normal working hours, including weekends and holidays. • Assists in checking and verifying contractual services invoices against outsourced personnel attendance records. • May operate tow motor, forklift or other equipment, as needed by unit. • Rotates services between various sub-units. • Drafts 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. Competencies• PROFESSIONALISM: Knowledge of general office procedures, mail and pouch manual, safety and security regulations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA 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 1 for candidates who possess a first-level university degree or higher. Experience in servicing meetings and handling confidential documents is desirable. Experience in mail tracking systems and statistical data gathering are desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).

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