Mail Assistant

vor 4 Wochen

Wien, Österreich United Nations Vollzeit

This position is located in the Mail Operations, General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Supervisor of the Mail Operations and the overall guidance of the Chief, General Support Section (GSS).

**Responsibilities**:
Within limits of delegated authority and depending on location, a Mail Assistant at this level may be responsible the following duties: (These duties are generic, and may not be performed by all Mail Assistants.)
- 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 intended for mail and pouch units.
- Counts the number of pieces received, records the quantity in each category, e.g., registered, certified, mail from missions, personal, confidential or other.
- Takes responsibility for the receipt of mail from courier agents, government and foreign missions.
- Delivers special mail and packages weighing up to 35 lbs.
- Assists in coding, sorting, processing, and looking-up address, where insufficient.
- Compares incoming log sheet against the number of pouches or specials received from couriers, contractors and the government postal service.
- Advises supervisor, security, and courier or contractor immediately, if a pouch or mail item is missing or has been tampered with, or if suspicious packages or other mail is found lying unattended.
- Delivers x-rayed packages.
- Provides guidance to other staff on the proper use of diplomatic pouches or other mail service.
- Opens and inspects parcels intended for forwarding to field offices to ensure compliance with pouch rules.
- Assists unloading containers; assists in x-ray, presorts and delivers mail to specified units, agencies and missions and delivers balance to common sorting area.
- Processes all outgoing official correspondence, publications and informational material.
- 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.
- Weighs the mail in order to determine the postage and to frank accordingly.
- Determines whether outgoing mail should be posted or sent through the UN pouch network.
- Tracks the distribution of all mail, as well as the pouch service.
- Ensures timely distribution of conference documents.
- Establishes the degree of mail priority based on considerations such as cost effectiveness and schedules.
- Records and calculates the daily postage charges for individual UN offices.
- Maintains petty cash to pay for surcharges of official incoming correspondence, which do not have sufficient postage.
- Monitors the petty cash balance.
- Checks and verifies invoices for payment.
- Assists in preparation of yearly budget for Registry subunit in relation to pouch, overnight express service, and mail.
- Answers inquiries with regards to international postal services, and the UN pouch service and regulations.
- Signs the credit memos, and summary of enclosures and Diplomatic Pouch tags.
- Liaises regularly with postal and courier services to keep abreast of new developments in the industry.
- Operates tow motor, forklift or other equipment, as needed by unit.
- Rotates services between various sub-units.
- Delivers urgent mail/messages.
- Ensures prompt delivery of urgent mail.
- Performs other duties as assigned.

Competencies
- 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.

Job - Specific Qualification

Work Experience
Experience in handling mail, pouch, registry operations or related area is required.

Experience in handling confidential documents and experience in Mail shipping and tracking systems is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is

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