Mail Assistant

The Mail Assistant is responsible for assisting in mail and pouch operations within the Mail Operations Unit of the Department of Operational Support. Duties include processing incoming and outgoing mail, maintaining logs, ensuring security compliance, and supporting mail delivery services at the UN Headquarters in New York.

Responsibilities

• Assists the Security Officer or other assigned staff to x-ray incoming mail and incoming pouches.
• Maintains log of all mail pieces received and intended for the mail and pouch units.
• Records the number of pieces received, and 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 after it has been x-rayed by security.
• Assists in coding, sorting, processing, and looking-up addresses to ensure mail is clear and correctly addressed.
• Compares incoming log sheets 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.
• 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 personal in nature.
• Weighs the mail to determine the postage, and to frank accordingly.
• Determines whether outgoing mail should be posted or sent through the UN diplomatic pouch network.
• Tracks the distribution of all mail, as well as the pouch service.
• 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.
• Answers inquiries with regard to the rules and regulations for the messenger, postal and pouch services.
• Verifies and signs the summary of enclosures.
• Liaises regularly with postal and courier services to keep abreast of new developments in the industry.
• 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.
• Performs ongoing monitoring and refinement of statistical reports for data analysis.
• Responds to ad-hoc queries.
• Utilizes the mail operations shipping and tracking system for the dispatch and reception of material.
• Contacts couriers daily to ensure the movement of the pouches and mail.
• Trains new staff.
• Communicates with clients and colleagues using Teams, email, telephone, etc.
• Performs other duties within the Unit as required, including mail delivery services to outlying buildings in support of UN offices.

Requirements

• High school diploma or equivalent is required.
• 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.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Mail Processing
• Pouch Operations
• Registry Operations
• Safety and Security Procedures
• Mail Shipping
• Mail Tracking Systems
• Statistical Data Collection
• Client Correspondence
• Training Junior Staff

Languages

English