Mail Assistant

UN Secretariat; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

The UN Secretariat's Mail Operations Unit seeks a dedicated Mail Assistant at Headquarters to support secure mail and pouch processes. You will assist with x-ray screening, logging items, receiving mail from couriers and missions, and ensuring accurate sorting and delivery.

You will weigh items, calculate postage, decide between postal or pouch dispatch, and help unload containers. The role also involves data entry, report creation, and training new staff to ensure timely delivery and strict

Qualifications

• High school diploma or equivalent.

Responsibilities

• Assist with the x-ray screening of incoming mail and pouches.
• Maintain logs and record mail quantities and categories.
• Receive mail from couriers, governments, and missions; deliver after screening.
• Weigh mail, determine postage, and decide postal vs. pouch dispatch.
• Inspections of parcels, unloading containers, and loading mail for delivery.
• Support data entry, report creation, and training new staff.
• Ensure urgent mail is delivered promptly and adhere to pouch rules and security procedures.

Skills

General office procedures

Mail and pouch operations

Safety and security regulations

Teamwork

Client orientation

Mail tracking systems

Data collection

Education

High school diploma or equivalent

Tools

Mail tracking systems

Job description

Organizational context:

The Mail Assistant position is within the Mail Operations Unit (MOU) of the Special Services Section (SSS), part of the Facilities and Commercial Activities Service (FCAS) under the Department of Operational Support (DOS). DOS provides global operational support to UN Secretariat entities. FCAS manages the UN Headquarters complex, including mail and pouch operations, and the incumbent reports to a supervisor within the MOU.

Job purpose:

The Mail Assistant is responsible for supporting the efficient and secure processing of incoming and outgoing mail and pouches at UN Headquarters. This includes assisting with x-ray screening, maintaining accurate logs, receiving mail from various sources, and ensuring correct sorting and delivery. The role involves processing official correspondence, determining appropriate dispatch methods (post or diplomatic pouch), weighing mail, calculating postage, and responding to inquiries regarding postal services. The incumbent will also assist with unloading containers, operating mail equipment, and maintaining tracking systems. Additionally, the role supports team members with data entry, report creation, and training new staff, ensuring prompt delivery of urgent mail and adherence to pouch rules and security procedures.

Responsibilities:

Key responsibilities include assisting with the x-ray screening of incoming mail and pouches, maintaining detailed logs of received items, and recording quantities and categories of mail. The role involves receiving mail from couriers, governments, and foreign missions, and delivering special mail packages up to 35 lbs after security screening. Responsibilities extend to coding, sorting, and processing mail, verifying log sheets against received items, and promptly reporting any missing or tampered mail. The Mail Assistant will inspect parcels for forwarding, assist with unloading containers, and deliver mail to designated units. Processing outgoing official correspondence, checking dispatch efficiency, and returning personal mail are also core duties. The role includes weighing mail, determining postage, and deciding between postal or pouch dispatch, tracking mail and pouch distribution, and establishing mail priority. Calculating daily postage charges, answering inquiries on postal regulations, and liaising with postal services are required. Operating equipment like forklifts, rotating through functional areas, ensuring urgent mail delivery, and supporting data entry and report creation are also part of the role. Training new staff and communicating with clients and colleagues are essential.

Education:

A high school diploma or equivalent is required for this position.

Work experience:

A minimum of five years of experience in mail, pouch, or registry operations is required. This requirement is reduced to three years for candidates with a first-level university degree. Experience with mail handling safety and security procedures, mail shipping and tracking systems, and administrative activities like data collection and client correspondence is desirable.

Skills:

Proficiency in general office procedures, mail and pouch operations, and safety/security regulations. Strong teamwork and client orientation skills. Ability to maintain calm in stressful situations and meet commitments efficiently. Experience with mail tracking systems and data collection is desirable.

Required languages:

English, French

Desired languages: