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Mail Management Assistant.
Service Contract (SC)
Business Administration, Management or other relevant academic field
5 Years(5 years of progressively responsible experience in office and mail management. Experience in an International organization desired.)
The United Nations Office on Drugs and Crime (UNODC) Country Office for Pakistan (COPAK) is tasked with assisting Pakistan through its Country Programme (CP) 2010-14 with a focus on illicit trafficking and border management, criminal justice and drug demand reduction and HIV/AIDS. As part of the CP there is significant volume of incoming and outgoing mail that needs to be collated, categorized and analyzed. To address the need for mail management the office requires the services of a Mail Management Assistant.
Assignment Objective and Responsibilities
The mail management assistant’s basic responsibility will be to maintain a record of all incoming and outgoing correspondence.
• Basic deliverables include:• Maintaining a record of all incoming and outgoing correspondence.• Maintaining hard and electronic copies of incoming and outgoing correspondence.• Distribution of mail among UNODC staff.• Keeping a record of DHL, TCS etc. receipts.• Maintaining a directory of all relevant stakeholders/agencies.• Any other duty assigned by staff members.
1. Develop an efficient and effective mail management system that records electronic and hard mail.2. Develop guidelines for UNODC staff on how to follow basic mail in and out procedures.3. Train the staff on how to use this mail management system.
Planning and Implementation Arrangements
The Mail Management Assistant will be working under the supervision of Finance and Oversight Officer and will closely interact with UNODC COPAK’s related programme officers/other staff, as tasked/mandated.
Payment Schedule and Rate
The Mail Management Assistant will be issued a Service Contract (SC) in accordance with United Nations rules and procedures. Payment scale will be determined by UNDP recommended rates for SC holders. Travel costs including transportation and DSA for domestic and international travel will be paid by UNODC in accordance with United Nations rules and procedures.
Good communication skills. Ability to express clearly in both written and oral form.
Proven ability to plan, manage and monitor the effective use and safekeeping of incoming mail.
Computer skills, including internet navigation, and various office applications.
Demonstrated ability to work in a multi-cultural environment, and establish harmonious and effective working relationships both within and outside the organization.