Senior Mail Assistant, New York, United States At Department of Operational Support

Closing date: Monday, 8 May 2023

Posting Title: Senior Mail Assistant, G7

Job Code Title: SENIOR MAIL ASSISTANT

Department/Office: Department of Operational Support

Duty Station: NEW YORK

Posting Period: 10 April 2023 – 09 May 2023

Job Opening Number: 23-Administration-DOS-205496-R-New York (R)

United Nations Core Values: Integrity, Professionalism, Respect for DiversityOrganisational 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 DOA in DOS. The incumbent reports directly to the Unit Chief under the general supervision of the Section Chief.

Responsibilities

Within limits of delegated authority and depending on location, the Mail Assistant at this level will be responsible for the following duties:

  •  Organizes and plans the work of the unit; supervises staff in the unit and oversees the daily operation.
  •  Coordinates with other supervisors of mail operations, agencies and other services.
  •  Evaluates and coordinates the workflow of all mail and pouch operations.
  •  Tracks the distribution of all mail as well as pouch service.
  •  Recommends and decides on procedures and systems of operation.
  •  Determines staffing requirements and schedules staff to minimize overtime and the need for temporary assistance.
  •  Assigns and reviews work of staff to ensure accuracy and that objectives are met.
  •  Supervise and evaluate staff performance and make recommendations or decisions, as appropriate.
  •  Approves and monitors leave.
  •  Communicates with UN offices and agencies worldwide to advise on dispatch of mail and pouch materials.
  •  Advises and conducts seminars for departments on procedures and guidelines on mail and pouch operations.
  •  Drafts memoranda concerning mail operations.
  •  Ensures prompt delivery of urgent mail.
  •  Investigates and resolves complaints regarding delivery.
  •  Monitors postage and mail accounts and prepares related expenditure reports.
  •  Reviews compliance data regarding pouch rules, keeps abreast of national and international postal procedures and respective charges with UN agencies and bodies worldwide.
  •  Determines that items for pouching and mailing are properly sorted and handled and that customers are aware of best manner of dispatch.
  •  Advises on the computerization of mail and pouch operations, i.e., determine suitability of software.
  •  Keeps informed of new technologies and issues relative to the operation.
  •  Trains staff in all facets of works of the mail operations.
  •  Decides and sets goals with staff as first reporting officer for their PAS and conducts mid-year reviews.
  •  Makes final determination on mode of postal category utilized to obtain most cost-effective means of transit.
  •  Oversees services in a cost-efficient and expedient manner to meet the needs of the organization.
  •  Ensures timely distribution of conference documents.
  •  Signs credit memos and summary of enclosures.
  •  Checks and verifies invoices for payment.
  •  Prepares yearly budget for sub-unit in relation to pouch, overnight express service, and mail.
  •  Conducts unit meetings to staff of new policies, guidelines, security and safety issues, procedures etc.
  •  Conducts spot checks to ensure compliance with pouch and mail regulations.
  •  Assists with the collection and analysis of statistical data on workload indicators as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

Competencies

  •  PROFESSIONALISM: Knowledge of general office procedures and the ability to perform various administrative functions, including staff and contract administration, performance management and assistance with budget preparation and review. Ability to apply knowledge of various United Nations rules and regulations for mail and pouch, mail safety and handling, safety and security regulations in work situations. Ability to analyze and interpret figures and data in support of decision-making and convey results to management. 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.
  •  PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
  •  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.
  •  MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; Monitors progress against milestones and deadlines; regularly discusses performance and provided feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

High school diploma or equivalent.Work Experience

A minimum of ten years of experience in mail and pouch operations or related area is required. Supervisory experience is required. Experience in mail shipping and tracking systems is required One year or more of experience in data analytics or related area is 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

The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. Appointment or assignment against this position is for an initial period of one year. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively 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 new test. 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. 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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