Mail Services Clerk

Geneva

Organization: WIPO - World Intellectual Property Organization
Location: Geneva
Grade: Administrative support - GS-3, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
Closing Date: Closed

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\: please note that the deadline for applications is indicated in local date and time.

1. Organizational Context

a. Organizational Setting

The post is located in the Mail Services Unit, Conference and General Services Division, Administration and Management Sector.
The Mail Services Unit is responsible for the cost-effective, timely and efficient dispatch of outgoing mail via regular postal services and express delivery companies.

b. Purpose Statement

The incumbent processes and dispatches outgoing mail, advises WIPO personnel on applicable mail processes and procedures and provides a range of support services within the team.

c. Reporting Lines

The incumbent works under the supervision of the Head of Unit.

2. Duties and Responsibilities

The incumbent will perform the following principal duties\:

a. Sort, weigh and stamp outgoing mail and date and digitize registered mail items; establish customs documents and pro forma invoices; prepare express mail; file documents relating to mail dispatch, and retrieve and communicate information in case of complaints of late or non-delivery of mail.

b. Update and maintain databases and spreadsheets in relation to statistics on mail volumes, weight dispatched and unit expenditure, allocating costs according to applicable budget codes.

c. Determine the most efficient and cost-effective method for express mail, taking into account minimum customs transit times; inform WIPO personnel on processes and procedures in relation to different mails types.

d. Set up diplomatic pouches and prepare for signature by customs.

e. Verify addresses and issue electronic express dispatch documents, taking into account systems used by different suppliers; prepare documents for delivery providers.

f. Verify invoices and prepare documentation for the dispatch of consignments; verify and sign shipments, packing slips and invoices for mail dispatch.

g. Check and arrange delivery of documents for legalizations by Permanent Missions as required; administer petty cash for legalization fees and sale of stamps to staff.

h. Participate in projects to improve processes and tools of the Mail Services Unit.

i. Perform other related duties as required.

3. Requirements

Education (Essential)

Completed secondary education.

Experience (Essential)

At least one year of relevant experience.

Experience (Desirable)

Experience of working in a mailroom, with good knowledge of customs and postal procedures.

Language (Essential)

Good knowledge of French or English and knowledge of the other language.

Language (Desirable)

Knowledge of other official UN languages.

Job Related Competencies (Essential)

High level of accuracy and attention to detail.
Good time management and organizational skills, with the ability to determine priorities and to meet tight deadlines.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet, and ability to adapt quickly to new applications.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

4. Organizational Competencies

1. Communicating effectively.

2. Showing team spirit.

3. Demonstrating integrity.

4. Valuing diversity.

5. Producing results.

6. Showing service orientation.

7. Seeing the big picture.

8. Seeking change and innovation.

9. Developing yourself and others.

This vacancy is now closed.
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