Administrative Assistant

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Description

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Under the direct supervision of the Administrative Associate (GS7) and under the functional supervision of the Administration Officer (NOC), the position holder is responsible for the following tasks:

• Mail management
• Diplomatic correspondence services
• Documentation and record keeping
• Communication and coordination
• General Support​

Mail management

• Receive, sort and distribute incoming mail accurately and promptly to designated recipients.
• Prepare outgoing mail, ensuring proper container, address and postage.
• Maintain records of incoming and outgoing mail for tracking and reporting purposes.
• Treat confidential documents with the utmost discretion and ensure compliance with security protocols.

Diplomatic correspondence services

• Manage correspondence services, including receiving, shipping and tracking correspondence to and from other UN offices and entities.
• Ensure envelopes are properly documented, labeled and sealed, following established procedures.
• Coordinate with relevant personnel to facilitate timely receipt and shipment of packages/sachets, maintaining accurate records of all transactions.

Documentation and record keeping 

• Maintain organized and up-to-date filing systems for diplomatic mail and correspondence files.
• Prepare regular reports on activities related to diplomatic mail and correspondence including statistics and analysis, as required.
• Assist in the preparation of correspondence, forms and other documents related to courier and diplomatic bag services. 

Communication and Coordination

• Liaise with internal services and external partners to facilitate the smooth running of mail operations and distribution of diplomatic correspondence.
• Communicate effectively with staff to provide information on mail delivery schedules, procedures and any relevant updates.
• Collaborate with the Administrative Associate (GS7) and other team members to resolve any issues or concerns related to diplomatic mail and correspondence services.

General Support

• Provide general support to the Administrative Associate as needed, including assisting with office tasks and projects.
• Carry out any other duties as may be assigned by the supervisor in support of the overall objectives of the United Nations House.
• The main results impact the overall effectiveness of service delivery in the Diamniadio United Nations House, including improved customer services.

To be considered an advocate for every child, you meet the following qualifications…

Qualification :

• A high school diploma is required, preferably supplemented by additional certification, technical or academic courses related to the field of work such as mail handling, office administration, etc. is desirable.

Experience :

• At least five years of relevant professional experience in postal services or office administration is required.
• Previous experience in an international organization, embassy or similar multicultural environment is an asset.
• Strong organizational skills with attention to detail and accuracy in record keeping.
• Ability to work effectively under pressure and meet deadlines in a fast-paced environment.
• Excellent interpersonal and communication skills, with the ability to interact professionally with staff at all levels.
• Proficient in the use of office applications (e.g., Microsoft Office suite) and mail tracking systems.
• Fluency in French (both oral and written) is required. Fluency in English is desirable. Knowledge of a local language is an asset.

Source: https://jobs.unicef.org/en-us/job/572010/assistante-administratifve-services-de-courrier-envois-diplomatiques-gs5-dakar-s%C3%A9n%C3%A9gal-a100628

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