Position: Mail Assistant

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Application Deadline: April, 28/2023

 Organization Setting and Reporting

ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission is guided by ECA's five strategic directions which are: advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues.

This position is located in the Registry Unit of the Knowledge Management Services Section (KMSS) of the Publications, Conference and Knowledge Management Division (PCKMD). The Mail Assistant will report to the Mail Supervisor and the Information Management Officer/Archivist.

 Responsibilities

• Within the limits of delegated authority, the Mail Assistant may be responsible the following duties:

• Pouch dispatch documentation, distribution of interoffice mail, incoming USPS mail, incoming pouch, outgoing mail materials and overnight express services.

• Prepares tags to identify: destinations, dates, airline carrier, and correct pouch numbers, and summary of enclosures for each destination.

• Estimates the number of pouches. Prepares daily pouch log reflecting the number of pouches, weights, etc. for scheduled airlines destinations and airlines.

• Tracks the distribution of all mail as well as pouch service.

• Drafts proposals on procedures, and systems of operation.

• Searches for the most efficient routings and schedules based on the availability of space, frequency of flights, and pouch schedules.

• Contacts airline and courier representatives, and re-mailers, on a daily basis, to ensure smooth movement of pouches and mail.

• Assists in the computerization of operations of mail operations, e.g., barcodes, etc.

• Prepares airway bills and related documents for courier pouches and special pouch shipments.

• Prepares computerized records on the details of outgoing material, e.g., sender, addressee, and destination for financial and statistical purposes.

• Compiles computes and prepares statistics on work carried out by the office.

• Revises outgoing pouch worksheets when routing is changed; advises departments involved; drafts letters of instructions to users.

• Makes airline reservations for containers for pouch shipments; checks addresses to ensure correct routing; prepares paperwork, checks weight, and seals containers.

• Ensures that all items received through the incoming pouch for intra-shipment, outgoing pouch, and in outgoing mail units, are accurately recorded, official and in compliance with pouch and mail rules, and that respective departments are properly charged.

• Signs for valuable items to be shipped via pouch and outgoing mail unit identifies and sorts items to be shipped by pouch, by mail or by contracted shippers.

• Checks and verifies invoices for payment.

• Ensures that items for pouching and mailing are properly sorted to meet departure deadlines and provides special handling for items such as medicines, sensitive equipment, film, and other valuable equipment; advises sender of pouching and mailing procedures and best manner of dispatch.

• Ensures timely distribution of urgent mail.

• Delivers hand, sensitive and urgent letters to embassies, government ministries, UN Agencies and NGOs, etc.

• Ensures timely distribution of conference documents.

• Receives all official, personal and confidential mail and packages, addressed to United Nations Secretary-General and Deputy Secretary-General; codifies, delivers, and maintains accurate records.

• Receives certified mail, registered mail, express mail, mail from permanent missions, courier deliveries, and other personal mail; prepares log sheet and forwards to the appropriate offices.

• Signs the credit memos and summary of enclosures.

• Assists unit supervisor to open and inspect items intended for dispatch to ensure that all are in compliance with pouch and mail regulations.

• Coordinates with other supervisors of the units to maintain workflow.

• Assists the registry supervisor in conducting registry needs assessment for all conferences and official functions and advises the supervisor of the requirements of each.

• Organizes courier services to facilitate communication and flow of documents and information amongst dispersed delegates during conferences.

• Oversees the preparation of staff attendance records.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Assists with visualizations and updating information material such as web pages or brochures.

• Assists in training new staff.

• Any other duties.

Competencies

Professionalism: Knowledge of general office procedures, mail and pouch manuals, and safety and security regulations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

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 a 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 the client.

Job Requirement

High school diploma or equivalent.

A first-level degree (Bachelor's degree or equivalent) in Administration or related fields with reduced years of relevant work experience may be accepted. The required minimum years of experience is reduced to three for candidates with a first-level degree (Bachelor’s degree or equivalent).

Work Experience

Five years of 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 post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

How to Apply

Register using THIS LINK