Org. 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 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, summary of enclosures for each destination.
• Estimates 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 availability of space, frequency of flights, and pouch schedules.
• Contacts airline and courier representatives, 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 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 by 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.
• Co-ordinates 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 manual, 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 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 client.

Education

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

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. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.