Job Opening

Posting Title: MAIL ASSISTANT, G5
Job Code Title: MAIL ASSISTANT
Department/Office: United Nations Environment Programme
Duty Station: MONTREAL
Posting Period: 21 March 2019 - 19 April 2019
Job Opening Number: 19-Administration-UNEP-111348-R-Montreal (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. At the 1992 Earth Summit in Rio de Janeiro, world leaders agreed on a comprehensive strategy for 'sustainable development'. One of the key agreements adopted at Rio was the Convention on Biological Diversity. The Convention has three main objectives: the conservation of biological diversity, the sustainable use of its components, and the fair and equitable sharing of the benefits arising from the use of genetic resources. The Secretariat of the Convention on Biological Diversity (SCBD) is located in Montreal and is administered by UN Environment. This post is located in the Convention on Biological Diversity, Administration, Finance and Conference Services Division. Under the general guidance of the Head of Division and the direct supervision of the Head of Administration Unit, the incumbent will perform the following duties:

Responsibilities

A. Is responsible for 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. B. 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. C. 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 intranshipment, 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. D. 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. E. 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. F. 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. G. Organizes courier services to facilitate communication and flow of documents and information amongst dispersed delegates during conferences. Verifies office equipment, makes sure minor repairs are made and ensures photocopiers are maintained. Procures office suppliers and performs general administration tasks. H. Performs any other tasks as required.

Competencies

Professionalism: Assists the Administrative Division and the Secretariat in distributing interoffice mail, incoming and outgoing courier ensuring that items for pouching and mailing are properly sorted to meet departure deadlines and providing special handling for valuable equipment and confidential mail- preparing major shipments/clearingshipments for Conferences and meetings ensuring timely distribution/clearance of urgent shipments - tracking the distribution and delivery of all courier. Shows pride in work and 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 calms 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.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Education

Completion of high school diploma or equivalent is required. Supplementary training in logistics is desirable.

Work Experience

A minimum of five (5) years of experience in handling mail, pouch, registry or related areas is required. Working experience within an international organization is an advantage.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English and French is required. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. This position is open for recruitment for an initial period of one year and may be subject to extension. 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. 1. 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. 2. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

Internal Applicants – when completing the form, 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.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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.

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