Mail Assistant

Job Posting Organization:
The position is located within the Mail Operations Unit (MOU) of the Special Services Section (SSS) under the Facilities and Commercial Activities Service (FCAS) of the Department of Operational Support (DOS) at the United Nations. The DOS is responsible for providing operational support to various UN Secretariat entities globally, which includes advisory, operational, and transactional support services. The DOS oversees nearly 100 entities worldwide, ensuring effective management and operation of facilities at the UN Headquarters in New York. The FCAS specifically manages the Headquarters complex, focusing on planning, maintenance, and operation of physical facilities, as well as supporting various services including mail operations, property management, and archives. The incumbent will report directly to the sub-unit Supervisor and work under the general supervision of the Unit Chief.

Job Overview:
The Mail Assistant position entails a variety of responsibilities centered around the processing and management of mail and pouch operations within the UN. The role is crucial for ensuring the secure and efficient handling of incoming and outgoing mail, which includes x-raying mail for security" style="border-bottom: 1px dotted #007bff !important;">security purposes, maintaining logs of mail received, and ensuring that all mail is correctly addressed and delivered. The Mail Assistant will also be responsible for weighing outgoing mail, determining postage, and ensuring compliance with postal regulations. This position requires a high level of professionalism and attention to detail, as the Mail Assistant will be the first point of contact for mail processing and must ensure that all operations adhere to safety and security protocols. The role also involves collaboration with various teams and departments within the UN, making effective communication and teamwork essential.

Duties and Responsibilities:
The Mail Assistant will perform a comprehensive set of duties including: assisting in the x-ray of incoming mail, maintaining detailed logs of mail received, recording quantities of different mail categories, taking responsibility for mail receipt from various sources, delivering special mail and packages, coding and sorting mail, comparing incoming logs with received items, advising supervisors of any discrepancies, inspecting parcels for compliance, assisting in unloading containers, processing outgoing correspondence, checking the official nature of outgoing mail, weighing mail for postage, tracking mail distribution, establishing mail priority, calculating postage charges, answering inquiries regarding postal services, liaising with postal services, operating necessary equipment, rotating services within the unit, ensuring prompt delivery of urgent mail, supporting data entry and statistical reporting, responding to ad-hoc queries, utilizing mail operations systems, contacting couriers, training new staff, and performing other duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in mail processing, pouch operations, or related fields is required. This experience requirement is reduced to three years for candidates with a first-level university degree or higher. Knowledge of safety and security procedures related to mail handling is desirable, as is experience with mail shipping and tracking systems. Familiarity with administrative activities related to mail, including statistical data collection and client correspondence, is also beneficial.

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

Experience:
The position requires a minimum of five years of relevant experience in mail processing, pouch operations, or similar areas. Candidates with a first-level university degree or higher may qualify with three years of experience. Experience with safety and security procedures in mail handling, as well as familiarity with mail shipping and tracking systems, is highly desirable. Additionally, experience in administrative tasks related to mail operations, including statistical data collection and training of junior staff, is advantageous.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in English is required, with a minimum level of proficiency specified as UN Level II for reading, writing, listening, and speaking. Knowledge of French is considered an asset but is not mandatory for this role.

Additional Notes:
This position is funded by the Regular Budget and is subject to local recruitment rules. Applicants must be authorized to work for the United Nations in New York, and those selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for international allowances or benefits. The position is subject to the availability of funds and may require candidates to undergo reference checks. The United Nations is committed to diversity and inclusion in its workforce and encourages applications from all qualified individuals.