Mail and Pouch Assistant at United Nations Tanzania

The Individual Contractor will ensure the efficient and secure processing of all pouch and mail operations for the IRMCT Arusha Branch, including the accurate preparation, tagging, documentation, dispatch, receipt, and logging of all incoming and outgoing pouch items. They will reliably record, track, sort, and deliver interoffice mail, certified and registered mail, express deliveries, confidential correspondence, and sensitive shipments, ensuring timely delivery to embassies, ministries, government offices, UN agencies, and NGOs. The contractor will maintain strict compliance with UN pouch and mail regulations by inspecting items prior to dispatch, coordinating with the supervisor on screening procedures, and safeguarding valuable or high-priority shipments. In addition, they will provide administrative support by delivering and collecting travel documents at the Arusha Immigration Office, and by assisting staff with Tanzania Revenue Authority (TRA) TIN registrations. The Contractor will keep accurate logs and registries for all pouch, courier, and mail transactions and provide daily or periodic reports on volumes, dispatches, and operational issues. They will support the General Services Section with ad-hoc logistical tasks, ensure proper maintenance and use of mailroom equipment and secure storage, and contribute to timely distribution of conference documents and urgent internal communications, thereby facilitating smooth and efficient operational workflows for the Mechanism.

Work Location

Arusha, Tanzania

Expected duration

6 months with the possibility of extension

Duties and Responsibilities

• Responsible for pouch dispatch documentation, distribution of interoffice mail, incoming pouch, outgoing mail materials and overnight express services.
• Prepares tags to identify destinations, dates, airline carrier, and correct pouch numbers, summary of enclosures for each destination.
• Estimates number of pouches. Prepares daily pouch log reflecting the number of pouches, weights, etc. for scheduled airlines destinations and airlines.
• Tracks the distribution of all mail as well as pouch service.
• Ensures that all items received through the incoming pouch for intra-shipment, outgoing pouch, and in outgoing mail units, are accurately recorded.
• Signs for valuable items to be shipped via pouch and outgoing mail unit, identifies and sorts items to be shipped by pouch, by mail or by contracted shippers.
• Ensures timely distribution of urgent mail.
• Delivers by hand, sensitive and urgent letters to embassies, government ministries, UN Agencies and NGOs, etc.
• Ensures timely distribution of conference documents.
• Receives all official, personal and confidential mail and packages, addressed to United Nations Mechanism for International Criminal Tribunal, delivers, and maintains accurate records.
• Receives certified mail, registered mail, express mail, mail from permanent missions, courier deliveries, and other personal mail; prepares log sheet and forwards to the appropriate offices.
• Assists unit supervisor to open and inspect items intended for dispatch to ensure that all are following pouch and mail regulations.
• Delivery and collection of travel document to Arusha Immigration office.
• Assist IRMCT staff in the registration at Tanzanian Revenue Authority and obtaining of Tax Identification numbers.
• Performs other ad hoc tasks as required.

Qualifications/special skills

High school diploma or equivalent is required. At least 2 years of experience in handling mail, pouch registry operations or related areas is required. Ability to operate different categories of vehicles is desirable. Working experience with UN International Criminal Tribunals is desirable. A valid driving license category B is required.

Languages

English and French are the working languages of the Mechanism. For the post advertised, fluency in English is required. Knowledge of Swahili is desirable.

Additional Information

The IC will be paid monthly at a daily rate equivalent to TZS 176,111.00 for Arusha, Tanzania.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.