Mail Assistant

Job Posting Organization:
The Department of Operational Support (DOS) was established to provide operational advisory services to various entities across the United Nations Secretariat. This includes support for departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS), which operates under the Division of Administration (DOA), is responsible for managing the Headquarters complex in New York. The FCAS aims to ensure effective planning, management, maintenance, and operation of all physical facilities and assets at the UN Headquarters. It also oversees office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop, and the United Nations Postal Administration. The Mail Operations Unit (MOU) within the FCAS is dedicated to providing high-quality mail operations, ensuring efficient and effective service delivery.

Job Overview:
The Mail Assistant position is situated within the Mail Operations Unit of the Special Services Section in the Facilities and Commercial Activities Service. The incumbent will report directly to the sub-unit Supervisor and will work under the general supervision of the Unit Chief. The role primarily involves assisting in the processing of incoming and outgoing mail, ensuring that all mail is handled according to established protocols and procedures. The Mail Assistant will be responsible for maintaining logs of mail received, processing items for tracking and statistical purposes, and delivering mail and packages to the appropriate recipients. The position requires a commitment to maintaining high standards of professionalism and client orientation, as the Mail Assistant will interact with various stakeholders within the UN.

Duties and Responsibilities:
The Mail Assistant will perform a variety of duties including but not limited to: assisting the security" style="border-bottom: 1px dotted #007bff !important;">Security Officer with x-raying incoming mail, maintaining logs of mail received, processing items for tracking, delivering mail and packages, assisting in coding and sorting mail, alerting supervisors of suspicious mail, providing guidance on the use of diplomatic pouches, ensuring outgoing mail is dispatched efficiently, returning private mail to staff, supporting meeting services by distributing conference documents, checking and verifying invoices, operating equipment as needed, drafting correspondence, performing data entry, and generating statistical reports. The Mail Assistant may also rotate services between various sub-units and is expected to act as an on-duty mail assistant during non-standard hours as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of three years of experience in processing mail, pouch, registry operations, or a related area is required. This experience requirement is reduced to one year for candidates who hold a first-level university degree or higher. Desirable qualifications include experience in servicing meetings, handling confidential documents, and familiarity with mail tracking systems and statistical data gathering.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher may have reduced experience requirements, making them more competitive for the role.

Experience:
The position requires a minimum of three years of relevant experience in mail processing, pouch operations, or registry operations. Candidates with a first-level university degree or higher are eligible with only one year of experience. Experience in handling confidential documents and servicing meetings is considered an asset, as is familiarity with mail tracking systems and statistical data gathering.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, but proficiency in French is not mandatory for this position.

Additional Notes:
This position is temporarily available for a period of six months. If the selected candidate is a current staff member of the United Nations Secretariat, the selection will be treated as a temporary assignment. The position may be limited to internal candidates who have been recruited through a competitive examination or selection process. Staff members who are approaching the mandatory age of separation or retirement within the duration of the temporary assignment are not eligible to apply. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process and does not charge any fees at any stage of the recruitment process.