Mail Assistant, G5
Overview
The Mail Assistant is responsible for assisting with the x-raying of incoming mail and pouches, maintaining logs, and ensuring the correct processing and delivery of mail and packages.
Key Responsibilities
- Assists in x-raying incoming mail and pouches.
- Maintains logs of all mail pieces received.
- Records the number and category of pieces received.
- Receives 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 addresses.
- Compares incoming log sheets against received pouches or specials.
- Advises supervisor of missing, tampered, or unattended packages.
- Opens and inspects parcels for forwarding.
- Assists unloading containers, x-ray, presorts, and delivers mail.
- Processes all outgoing official correspondence, publications, and informational material.
- Checks outgoing mail for official status and efficient dispatch.
- Returns personal mail/pouch items to staff members.
- Weighs mail and franks accordingly.
- Determines whether outgoing mail should be posted or sent via diplomatic pouch.
- Tracks the distribution of all mail and pouch service.
- Establishes mail priority based on cost-effectiveness and schedules.
- Records and calculates daily postage charges for UN offices.
- Answers inquiries regarding messenger, postal, and pouch services.
- Verifies and signs the summary of enclosures.
- Liaises with postal and courier services.
- Operates forklift or other equipment as needed.
- Rotates services between functional areas of the Unit.
- Ensures prompt delivery of urgent mail.
- Supports team members with data entry, collection, and creation of statistical reports.
- Responds to ad-hoc queries.
- Utilizes the mail operations shipping and tracking system.
- Contacts couriers daily to ensure pouch and mail movement.
- Trains new staff.
- Communicates with clients and colleagues using Teams, email, telephone, etc.
- Performs other duties within the Unit as required, including mail delivery to outlying buildings.
Required Experience
A minimum of five years of experience in processing mail, pouch, registry operations or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience with safety and security procedures with regard to handling or processing mail and pouch is desirable. Experience in mail shipping and tracking system is desirable. Experience in mail and related administrative activities including statistical data collection, corresponding with clients and training junior colleagues is desirable.
Qualifications
High school diploma or equivalent is required.