Mail Assistant

Posting Title: Mail Assistant, G3

Job Code Title: Mail Assistant

Organization: United Nations Department of Operational Support

Duty Station: New York, United States of America

Posting Period: 07 July 2023 - 09 September 2023

Job Opening Number: 23-Administration-DOS-212214-R-New York (R)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The 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.

This position is located in the MOU of the SSS within FCAS under the DOA in the DOS. The incumbent reports to the sub-unit Supervisor under the general supervision of the Unit Chief.

Responsibilities

Within 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.
• 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.
• Ensures prompt delivery of urgent and confidential mail (e.g., code cables and special mail).
• 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. Knowledge of mail tracking systems and ability to utilize personal digital assistant equipment and manage desktop applications for producing labels, creating reports, and compiling statistics. Knowledge of meetings services protocols and procedures to support high-level meetings. Ability to draft and compose client-based correspondence, with an understanding of the rules and procedures governing mail and pouch operations. Ability to operate tow motor, forklift, or other equipment.

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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of two years of experience in processing mail, pouch, registry operations or related area is required.

Experience in servicing meetings and handling confidential documents is desirable.

Experience in mail tracking systems and statistical data gathering are 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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the GGST.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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