Org. Setting and Reporting
These positions are located in Movement Control Section within the United Nations Stabilization Organization Mission in the Democratic Republic of Congo (MONUSCO). The incumbents will be based in Kinshasa. The Mail Assistants will report to the Mail and Pouch Supervisor or Senior Mail Assistant.
Within delegated authority, the Mail Assistants will be responsible for the following duties: • Assist the security officer or other personnel assigned to the x-ray inspection of incoming mail and pouches. • Keep a log of all mail received from courier services to the mail and pouch groups. • Count the number of items received and record the quantity in each category, e.g., registered, certified, confidential, or other mail. • Assume responsibility for receiving mail from courier services, government, and foreign missions. • Distribute special mail and parcels weighing up to 15 kg. • Assist in coding, sorting, processing, and address search, if applicable. • Compare the information in the register of suitcases received to the number of suitcases or special items received from couriers, contractors, and the government postal service. • Contact the supervisor, security, and courier service or contractor immediately if an item of the pouch or mail is missing or has been tampered with or if suspicious packages and/or mail are left unattended. • Provide advice to other staff on the proper use of diplomatic bags or other courier service. • Open and inspect parcels to be forwarded to external offices to ensure compliance with pouch rules. • Perform initial sorting and distribution of mail to relevant groups, agencies, and missions; and provide a scale to the common sorting area. • Process all official correspondence, publications, and outgoing information documents. • Ensure that outgoing mail is official and sent by the most efficient means of transportation. • Return to staff members items of mail or pouch of a private nature. • Ensure that mail is addressed clearly and correctly. • Weigh mail to determine postage accordingly. • Determine whether outgoing mail should be sent by post or through the United Nations pouch network. • Track the delivery of all mail and the diplomatic waltz service. Ensure timely distribution of conference documents. • Prioritize mail based on considerations such as cost-effectiveness and schedules. • Record and calculate daily postage charges for individual sections. • Manage petty cash to pay surcharges on incoming official correspondence, which are not sufficiently franked. • Respond to inquiries regarding international postal services and the section pouch service and regulation. • Sign credit notes, summary of contents, and pouch labels. Speak regularly with postal and courier services to keep abreast of changes in the sector. • Perform any other duty as maybe be assigned.
Professionalism: 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. 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.
High school diploma or equivalent is required.
Job - Specific Qualification
A minimum of two (2) years of progressively responsible experience in mail, pouch, registration, or related areas is required. Knowledge of mail, pouch, and registration operations is desirable.
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both English and French is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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 in its staff. Female candidates are strongly encouraged to apply for this position.
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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
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.