The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by proving administrative, conference and information services (www.unon.org). The post is located in Mail, Pouch and Archives Unit (MPAU) of Central Support Services , Division of Administrative Services, United Nations Office at Nairobi. Under the supervision of the Chief, MPAU, the incumbent will be responsible for the following tasks:
Responsibilities
• 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 two 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
•Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
•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.
•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.
Education
High school diploma or equivalent. 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.
Work Experience
A minimum of two years of progressively responsible experience in handling mail, pouch, registry operations or related area is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required; and knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Appointment against this post is for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
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