UNON Mail Assistant Jobs 2022 – Kenya NGO Jobs. UNON Kenya looking for “Mail Assistant”. Applicants with a degree in High School Diploma may apply on or before 16th April 2022.
The United Nations Office at Nairobi (UNON) is one of four major United Nations office sites[a] where numerous different UN agencies have a joint presence. Established in 1996, it is the UN’s official headquarters in Africa. The United Nations Office at Nairobi also hosts the global headquarters for two programmes: the United Nations Environmental Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat).
UNON Mail Assistant Jobs 2022
The UNON has published a job vacancy announcement on 21st March 2022 for qualified Kenyans to fill in the vacant post of Mail Assistant to be based in Nairobi, Kenya.
| Recruiter | United Nations Office at Nairobi |
| Position | Mail Assistant |
| Location | Nairobi, Kenya |
| Country | Kenya |
| Total Vacant Post | 22 |
| Qualification | High School Diploma |
| Experience Required | Minimum Five years |
| Application Deadline | 16th April 2022 |
UNON Job Vacancy 2022
Job Responsibilities:
- Receives incoming pouches, incoming mail, express mail, and parcels; verifies airlines and courier documents.
- Alerts the supervisor of tampered mail for appropriate action.
- Tracks the distribution of all mail, as well as pouch service.
- Logs incoming items and raises discrepancies to supervisor, e.g., missing pouches, incoming mail items, incorrect pouch numbers, misrouted pouches, etc.
- Ensures that all items received are logged onto the computer for financial and statistical purposes. Prepares receipts and processes for distribution.
- Assists in tracing items and is accountable for actions taken.
- Ensures safety and security of items received in the area, i.e., that all items are x-rayed and date-stamped prior to distribution.
- Supervises the sorting and categorizing of mail to facilitate processing.
- Assists supervisor in opening and inspecting items to ensure that all items received in pouch and mail units are official and in compliance with pouch and mail rules and regulations, maintain records.
- Ensures that outgoing pouch and courier shipments are processed to meet pick-up schedules, that incoming pouches/courier shipments are processed in a timely manner, and that reports are completed on time.
- Provides guidance to other staff on the proper use of diplomatic pouches or other mail services.
- Prepares customs declaration in the case of parcels.
- Ensures proper coding, authorization, and addressing.
- Signs the credit memos and summary of enclosures.
- Records the quantity of mail in each category, e.g., registered, certified, mail from missions, personal, confidential or other for statistical purposes.
- Determines and apportion freight charges proportionate to usage by other UN agencies.
- Delivers urgent mail, parcels, specials, etc as needed, or ensures prompt delivery of urgent mail.
- Prepares weekly activities report for management.
- Maintains and updates various databases.
- Follows-up on late billing, credit notes, and debit notes from service providers and monitor payments by Finance
- Monitors vendor’s service quality per set out Key Performance Indicators (KPIs) and reports the discrepancy to supervisor.
- Issues timely annual pouch bills to clients at year-end to provide Finance with data for preparing annual bills for common services at UNON.
- Processes accurate invoices for payment to service providers and cost recovery from clients.
- Ensures supporting documentation submitted by the vendor match the invoices and Automail tracking results and report discrepancies to the Chief of Unit.
- Prepares charge sheets for billing clients using accurate ERP(Umoja) coding blocks.
- Acts as a focal point for outsourced messenger and local courier services and prepares and supervises their work schedule.
- Verifies and certifies the accuracy of the services provided by the contractors (messenger/local courier) for invoice processing.
- Performs other duties of the unit as assigned.
Position in Organization:
- Posting Title: MAIL ASSISTANT, G5
- Job Code Title: MAIL ASSISTANT
- Department/Office: United Nations Office at Nairobi
- Duty Station: NAIROBI
- Posting Period: 18 March 2022 – 16 April 2022
- Job Opening Number: 22-Administration-UNON-174998-R-Nairobi (X)
- Staffing Exercise: N/A
Qualification:
- A High School diploma or equivalent is required. Supplementary technical training in handling mail or related area is desirable.
Experience:
- A Minimum of five (5) years of progressively responsible experience working in handling mail, pouch, registry operations or related area is required.
- Experience in processing of diplomatic pouches is required.
- Experience in use of Microsoft Office applications specifically Microsoft Office 365 and Microsoft Excel are required.
- Experience working with Enterprise Resource Planning (ERP) is desirable.
- Experience with an international or multilateral organization or NGO is desirable.
How to Apply UNON Mail Assistant Jobs 2022
Note: Before you apply, please download (link is given below) the full advertisement and read it carefully.
Then to apply, go to https://careers.un.org/lbw/jobdetail.aspx?id=174998
The Closing Date: 16th April 2022.
Only shortlisted candidates will be contacted for interviews.
| Particulars | Details Link |
| Job Advertisement | Download |
| Official Website | www.unon.org |
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