SPECIAL NOTE:
Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application.
The Position:
This position is located in the Facilities & Administrative Services Branch (FASB), one of four Branches located within the Division for Management Services (DMS). FASB provides and oversees a broad range of support services relating to facilities/premises management, travel, mail & pouch and administrative/general services for both Headquarters and Field Offices i.e. approximately 150 offices. The term Field Offices includes all offices located outside of Headquarters including Regional/Sub-Regional Offices, Liaison Offices and Country Offices. The incumbent reports to the Registry Associate.
The incumbent maintains professional contacts with staff at UNFPA-Headquarters as well as vendors and field based colleagues. Provides support, clarification, and information and maintains regular contact with staff, within and outside the Organization as may be required.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
In support of the services provided by FASB, the incumbent is responsible for performing the following functions:
- Perform mail and messenger services, including receipt of incoming diplomatic pouch, checking of Summary of Enclosure forms, and distribution of mail to all floors at Headquarters
- Receive and inspect deliveries from vendors
- Serve as back-up to the Registry Associate
You would be responsible for:
1. Receiving and inspection of deliveries to UNFPA Headquarters
- Respond to delivery announcements and provide manual labor for lifting, stacking and positioning of deliverables.
- Ensure that vendors provide an accurate count of equipment. and verify all items to ensure that they have been received in good order. Notify supervisor of discrepancies or problems connected with delivery.
- Identify assets to the Asset Management Associate for tagging and processing.
2. Mail and Messenger Services
- Scan incoming mail and packages using the Smiths x-ray scanner.
- Check incoming Summary of Enclosure forms against contents of incoming pouch; ensure that any discrepancies are reflected on the summary.
- Maintain filing systems for incoming pouch and internal logs. Ensure that log of incoming express mail is kept updated in consideration of UNFPA internal tracking system.
- Perform internal messenger runs. Distribute incoming and collect outgoing mail on all floors at least twice a day. Deliver urgent internal mail as required.
- Sort incoming and outgoing mail and packages.
- Coordinate daily delivery with United Nations local transportation section.
- Perform UNFPA daily external run to UNDP (UNLP), various missions, UN secretariat.
- Undertake external runs, including heavy items such as boxes containing material, to the UN Secretariat or other local meeting points.
- Ensure smooth operation of Registry services, including pouch, mail and messenger services, during absence of the Registry Associate and at times of large volume.
3. Other Duties
- Back-up the Registry Associate as required;
- Perform any other activity as required in order to assure the success of the work team in support of the UNFPA mandate and strategy.
Qualifications and Experience:
Education:
Secondary Education.
Knowledge and Experience:
- Minimum of five to seven years of related experience in the area of diplomatic pouch, mail, and registry operations or logistics.
- Knowledge of mail postage machines is desirable.
- Knowledge of Microsoft applications (Word, Excel, Google Apps) and web-based shipping applications.
- Basic Knowledge of U.N. I-track system
- Knowledge of mail security scanning operations
Languages:
Fluency in written and spoken English required. Knowledge of another official UN language an asset.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
Functional Competencies:
- Working in teams
- Self-management/Emotional Intelligence
- Communication
- Analytical and Strategic Thinking
- Results orientation/Commitment to excellence
- Appropriate and transparent decision making
- Knowledge sharing/Continuous learning
- Ability to multi task
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
We are no longer accepting applications for this position.
