Historique

Under the guidance of the Administrative Officer and direct supervision of Administrative Associate, the Mail Clerk provides reliable registry services. Receives incoming mail and pouches; handles security scanning and registers and distributes received mails and parcels.
 
The Mail Clerk demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds

Devoirs et responsabilités

Summary of key functions:
  • Receiving incoming mail and pouches.
  • Handling security scanning.
  • Handles registration and distribution of received mail and parcels.
  • Handles outgoing mail and currier and pouch.
  • Administrates delivery and pick-up of the regular mail, pouch and currier CAMPUS2.
  • Assistance in effective cost recovery for pouch and mail services
Ensures provision of effective mail management focusing on achievement of the following results:
  • Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
  • Assists in development and implementation of mail administration standard operation procedures, ensuring that interests of all agencies are respected and met.
  • Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.
  • Ensures regular delivery and pick-up of mail and parcels to/from CAMPUS2.
  • Assists on decision of the determination on mode of postal category utilized to obtain most cost-effective means of transit.

Ensures cost recovery for pouch and mail services focusing on achievement of the following results:

  • Provision of information for proper billing of user agencies.
  • Administrates CS franking machine ensuring that the timely and accurate reports are submitted to the Finance Unit.
  • Assists in contacting service providers like DHL, USP, etc.
  • Assists staff, if requested to prepare parcels  and letters for delivery.
The key results have an impact on the accurate, safe, cost-effective and timely execution of the UN City Common Service services.

Compétences

OPERATIONAL EFFECTIVENESS
  • Ability to perform a variety of repetitive and routine tasks and duties related to registry.
  • Ability to review data, identify and adjust discrepancies.
  • Ability to handle a large volume of work possibly under time constraints.
  • Good knowledge of administrative rules and regulations.
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required.
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service.
  • Ability to organize and complete multiple tasks by establishing priorities.
Managing data
  • Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases.
  • Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative.
  • Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy.
  • Interprets data, draws conclusions and/or identifies patterns which support the work of others.
Managing documents, correspondence and reports.
  • Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software.
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction.
  • Shows sound grasp of grammar, spelling and structure in the required language.
  • Ensures correspondence, reports and documents comply with established UN standards.
  • Ability to produce accurate and well documented records conforming to the required standard
Planning, organizing and multi-tasking
  • Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships.
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines.
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs.
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
  • Promoting learning and knowledge management/sharing are the responsibility of each staff member.

Qualifications et expériences requises

Education:
  • Secondary education.
Experience:
  • 3 years of relevant work experience.
  • Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.
Language:
  • Fluency in English, knowledge of Danish language would be an asset.

Staff members directly affected by the realignment process of UN City Common Services will be given due consideration during the selection process