Org. Setting and Reporting

This post is located within the Property Management Unit of the Mission Support Service of the United Nations Support Mission in Libya. The position based in Tripoli, Libya. The incumbent reports directly to the Property Management Officer.

Responsibilities

Within the limits of delegated authority, the Mail Assistant will be responsible for the following duties: • Responsible for pouch dispatch documentation, distribution of interoffice mail, incoming mail, incoming pouch, and outgoing mail materials. • 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 sections/units 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 sections 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 UNSMIL; codifies, delivers, and maintains accurate records. • Receives certified mail, registered mail, express mail, 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. • Assists in training new staff. General Administration • Performs a wide range of office support and administrative functions. • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Performs other duties of the units as assigned.

Competencies

• PROFESSIONALISM: Knowledge of general office procedures, safety and security regulations. 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. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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. • ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • CREATIVITY: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches. • 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. • COMMITTMENT TO CONTINUOUS LEARNING: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve. • TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five (5) years of progressively responsible experience in administration or related area is required. Experience in handling mail, pouch, registry operations or related area is required. Solid computer skills including proficiency in word processing and spreadsheets is required. Specific knowledge of the UN administrative electronic tools, such as Enterprise Resources Planning (ERP), such as, Umoja, etc. is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Arabic is required.

Assessment

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

Special Notice

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. An appointment shall not be granted to a person who is the father, mother, son, daughter, brother, sister, stepchildren, or step sibling of a staff member. This restriction applies to relationships within the United Nations Secretariat and not to those with the separately administered Agencies, Funds or Programmes. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this job opening.

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.

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.