Mail Clerk

Background

UN City in Copenhagen opened back in 2013 and is today the sixth biggest UN City in the Western world with 2,000 employees across 10 UN agencies and two campuses.

The UN City Common Services plays a crucial role in delivering operational support services to the various offices situated within UN City. These encompass essential services such as building maintenance, canteen and catering services, cleaning, communications, driving, fitness center management, IT helpdesk, mail services, medical support, meetings and events services, and reception.

Operated as a jointly financed unit under the patronage of UNDP, its primary objective is to enhance UN City's status as the optimal workplace environment. The establishment of this unit was a strategic response to the collective decision of different agencies to consolidate their operations under the same roof, aligning with the United Nations' "Delivering as One" vision. This vision sought to promote greater coordination, harmonization, and consolidation of agencies, programs, and operations whenever feasible. A unified UN house with a shared back office, exemplified by the Common Services in UN City, stood as a foundational pillar of this reform.

Under the overall supervision of the Common Services Manager, the guidance and supervision of the Administrative Specialist, and the direct supervision of the Administrative Associate, the Mail Clerk provides reliable mail services, including receiving incoming mail and pouches; handling security scanning and registration; and distributing 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 and responsible for:

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1)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.

2)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.

3) Support knowledge building and sharing in the UN City

• Help organize and participate in training for the operations/projects staff on administration.
• Provide sound contributions to knowledge networks and communities of practice.

The key results have an impact on the accurate, safe, cost-effective and timely execution of the UN City Common Service services.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies:

Achieve Results:

• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

• LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Business Management / Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy.
  • Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns

Administration & Operations / Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration and Operations / Registry & correspondence management

• Ability to collect, register, maintain and deliver mail and UNDP pouch;
• Ability to manage archives

Required Skills and Experience

Education:

• Secondary Education is required.

Experience:

• Minimum of 3 years of relevant work experience in administration / general operations support is required.
• Ability to work with computer and office software packages (MS Word, Excel, etc. ) and knowledge of spreadsheet and database packages. Good knowledge of ERP systems (such as PeopleSoft or Oracle HCM Cloud) is desirable.
• Experience in providing excellent customer service is an advantage.
• Experience dealing with multiple clients/stakeholders is an asset.

Language Requirements:

• Fluency in English is required.
• Fluency in Danish is required for local staff.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Only short-listed candidates will be notifie.