OPEN TO: All Interested Candidates / All Sources
POSITION: Mail Clerk
CLOSING DATE: Aug 04, 2017
WORK HOURS: Full time, 40 hours/week
LENGTH OF EMPLOYMENT: This is a temporary position not to exceed one (1) year from date of hire.
The U.S. Mission in Yaounde, Cameroon is seeking eligible and qualified applicants for the position of Mail Clerk. This position is located in Yaounde, Cameroon.
BASIC FUNCTION OF THE POSITION
Under the direct supervision of the Information Management Specialist or Mailroom Supervisor, incumbent is responsible for the unclassified Pouch and Mail operations of a central mailroom serving the embassy and associated agencies.
Detailed Duties and Responsibilities for Mail Clerk:
Under the direct supervision of the Information Management Specialist or Mailroom Supervisor, incumbent is responsible for the unclassified Pouch and Mail operations of a central mailroom serving the embassy and associated agencies.
Pouch and mail Service (50%)
Receives incoming unclassified diplomatic pouch shipments and sorts contents according to subject matter, organization or addressee and routes to the appropriate organization or persons. Prepares outgoing unclassified pouch and sends to the department of State and other posts as needed. Processes all incoming and outgoing unclassified pouch mail through the online ILMS/DPM computer based tracking system. Works closely with embassy shipping and motor pool personnel to arrange for pickup and delivery of pouch mail at the local airport. Notifies embassy personnel of delays in receiving or shipping mail and packages. Delivers and picks up mail at the central post office. Ensures that all local and pouch/USPS postage fees are paid and all outgoing mail is properly and accurately stamped. Clears through customs packages shipped to post. Inspects all incoming letter mail and parcels received through the local post and shipping companies for signs of tampering and/or suspicious substances prior to bringing them into the main chancery building. Distributes inter-office mail to various sections. Hand carries mail to ministries and diplomatic bodies when asked to do so. Assists customers with preparing both official and personal outgoing mail, DHL and UPS shipments by attaching registration forms, customs forms and weighing of packages. Has good working knowledge of rules and regulations regarding unclassified diplomatic pouch mail and is able to assist customers by offering correct and up to date information. Orientates and assists Information Management Assistants working in the mailroom.
Correspondence 25 %
Sends out correspondence to various companies to notify them of the change of address for foreign service employees. Sends out emails notifying customers of mail deliveries. Sends out emails with attachments to the embassy shipping and motor pool personnel to arrange pickup and delivery of diplomatic pouch shipments from and to the local airport. Tracks down via email, the ILMS/DPM website and telephone missing, misrouted and/or bumped pouches with our diplomatic cargo carriers. Transmits and receives unclassified faxes. Assists customers with using the digital sender to email documents. Notifies the supervisor immediately if there is a drop in quality service offered by diplomatic or express mail carriers. Reproduces documents for the embassy using the heavy-duty copier located in the mailroom.
Record keeping and billing 25%
Maintains a statistical record of all outgoing mail packages sent through the express mail couriers, to properly assess each section's percentage of usage for budget purposes. Keeps record of all Diplomatic Notes, express mail, registered mail from the pouch, fax transmission requests, and official mail stamped in the mailroom. Scrutinizes bills from the express mail couriers for accuracy. Responsible for following the correct methods to acquire petty cash to pay customs fees and purchase local stamps, going through the appropriate channels.
QUALIFICATIONS REQUIRED
Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.
- Education: Completion of high school/secondary school or equivalent diploma is required.
- Experience: At least one year of mail handling, clerical or administrative experience is required.
- Language: Level III (Good Working Knowledge) Reading/Writing/Speaking English and Level II (Basic Knowledge) Reading /Speaking French are required.
- Skills and Abilities: Must be computer literate with intermediate typing skills (35 WPM). Must have intermediate skills in MS Office to include Word, Access, Excel and Outlook.
- Job Knowledge: Must have a working knowledge of the Cameroonian and international postal systems to include UPS, DHL, and FedEx. Must be able to acquire a working knowledge of the U.S. Postal system and the Department of State and associated agency mail handling regulations. Must be able to acquire a basic knowledge of the organization, functions, personnel of the agencies to which mail service is provided.
HOW TO APPLY: Applicants must submit the following documents to be considered. Failure to do so may result in a determination that the applicant is not qualified.
- Universal Application for Employment (UAE) (Form DS-174), which is available on our website or by contacting Human Resources. (See “For Further Information” above);
- Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
WHERE TO APPLY:
Human Resources Office
P.O. Box 817, Tel.: 222-201-500, Ext 4006, U.S. Embassy Yaounde, Cameroon
- E-mail Address: ydeapplicants@state.gov
- Indicate the position title on the subject line.
