MAIL DISTRIBUTION ASSISTANT
OVERVIEW
Post Number : OPS 415
Grade : G-4
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Paris
Job Family: Administration
Type of contract : Fixed Term
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 21-NOV-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France can apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority the Director of Division of Operations (DIR/OPS), guidance from Chief of General Support Section and the Operation Officer (OPS/GSS) and under the direct supervision of the Unit Head, the incumbent provides mail services, processing of official address, document distribution and shipment.
Long Description
In particular, the incumbent will be responsible for the following:
- Provide mail and parcels reception and dispatch service of the responsible site (Fontenoy or Miollis/Bonvin)
- Register arrival and delivery in DUO system (Intranet)
- Manage computerized address database, process and print official addresses for Permanents Delegations, National Commissions, Ministries, NGOs, etc.
- Prepare and pack documents received after carrying out quality and quantity control.
- Organize physical distribution of documents and publications.
- Operate the mail service vehicle and maintain vehicle logs and maintenance records.
- Understands and applies the Organization’s administrative rules, procedures and processes as well as relevant computer systems and software, maintains professional demeanor and attire, adheres to established quality and productivity guidelines.
- Identifies and raises issues along with possible solutions for the supervisor, and is customer service and client focused.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational school.
Work Experience
- Minimum of three (3) years of relevant work experience in the field of general administrative services.
Skills & Competencies
- Good interpersonal and communication skills.
- Good organizational and coordination skills with the ability to take initiative, establish priorities and monitor own work plans.
- Ability to work under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
- Diplomacy and politeness in dealing with external and internal partners requesting information.
- Ability to work efficiently in a multi-cultural environment, with team spirit.
- Good IT skills, including MS Office software (Word, Outlook).
Languages
- Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
- Specialized training/certification in administration, and/or secretariat or other related field.
Work Experience
- Relevant work experience in an international environment/organization/institution.
Skills & competencies
- Knowledge of SAP based on Computerized Enterprise Resource Planning (ERP).
- Ability to drive an electric vehicle.
Languages
- Knowledge of another official language(s) of UNESCO (Arabic, Chinese, Russian and/or Spanish).
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 39 422 EUR.
For more information in benefits and entitlements, please consult ICSC website.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
Please note that UNESCO is a non-smoking Organization.