Mailroom Clerk Job - United States US Embassy, US Mission in Uganda

Job Title: Mailroom Clerk (Fresher Jobs)

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: Kampala, Uganda

Salary: UGX 38,006,469 /Per Year

Position Number: Kampala-2023-048

About US Embassy:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Natalie E. Brown currently heads the U.S Mission to Uganda. The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.

Among the offices operating under the U.S Mission to Uganda are:

United States Agency for International Development (USAID)
Centers for Disease Control (CDC)
Peace Corps

Job Summary: The Mailroom Clerk receives, dispatches, sorts, and distributes mail from multiple sources. These include but are not limited to local and international mail, Diplomatic Post Office (DPO) mail, diplomatic pouch material, and commercial courier services. The incumbent spends a large percentage of the time serving customers at the Mailroom service window. The incumbent is supervised by the Mailroom Supervisor with overall supervision by a designated Information Programs Center employee.

Key Duties and Responsibilities:

Mail Administration and Customer Service 35%

Ensuring the efficient flow of mail to customers, and high levels of customer service
Provides incoming and outgoing postal service to customers by sorting and disseminating incoming mail into appropriate mail receptacles.
Prepares outgoing mail for dispatch.
Utilizes local and international courier services as appropriate.
Provides friendly customer service to all mail room customers at the window, including accepting articles for mailing, and assisting customers with Kiosk and “Click-N-Ship” usage.
Maintains active and inactive postal directory files.
Issues keys or combinations for individual mailboxes for incoming personnel, and processes mail forwarding requests for departing personnel.
Answers telephone calls and responds to written communication related to mailroom services.
Maintains documents in accordance with records management and retention requirements.
Protects and safeguards the thousands of dollars of goods and merchandise that transit the facility.

Official Mail handling (25%)

Maintaining the integrity and safety of the mail that arrives at post
Receives incoming local mail, sorts according to subject matter, organization, or addressee and routes to the appropriate organization or person.
Checks outgoing mail for proper addressing, enclosures, postage, etc., and separates out for placement in outgoing unclassified pouches or local postal service for mailing, using franking machine if postage is required.
Assists in maintaining all relevant logs for correspondence, packages, contents of unclassified pouches and local mail.
Records arrival and delivery of all official mail via ILMS MMS and ILMS DPM module.
Explains mail handling procedures and regulations to mission officials and employees.
Receives mail handling training from the Diplomatic Security Weapons of Mass Destruction team and opens incoming local mail in the mail screening facility.
Reports suspicious items by contacting RSO then IPC. Working with the GSO, Motor pool, HR or Protocol sections, performs delivery within city limits of urgent Embassy origin mail such as, paperwork to other foreign government offices and Embassies when local post is not adequate, urgent invitations to Embassy events, and gratuity deliveries.
Schedules inter-office mail runs or sorts and distributes to office mailboxes.

Recordkeeping (15%)

Keeping proper ledgers of mail receipt and delivery to ensure all items are accounted for and properly billed
Performs standard procedures to process unclassified diplomatic pouch, dispatch and receive diplomatic pouches to/from the Department of State and any and other foreign postal agencies. This also involves accurate record keeping of invoices and associated paperwork related to pouch operations. In this role, the position performs all duties as required to ensure efficient and rapid dispatch of materials from ICASS supported Embassy sections and agencies utilizing private couriers. Reports violations of the use of the pouch to the supervisor and appropriate State Department offices as set out in the regulations.
Processes pouch, local mail in MMS, and DPO mail using the computer based ILMS and other software-based tracking systems. This includes data entry and the use of bar code scanners and a computer operated signature pad.

Airport/Freight Forwarder Logistics (15%)

Liaising with our contacts in the mail handling process to positively influence the flow of Embassy pouch material and DPO mail
Interfaces with mid-level Airport Security services, ground handlers and customs officials in order to efficiently and securely get our pouch out of the airport and into the Embassy. This also includes, on a rotating basis, runs out to the airport for Class pouch pickup, driving and accompanying American officers and liaising with the tarmac officials where needed.

Other Administrative Duties (10%)

Other duties as assigned by the agency – May include but not limited to: Reproduction works, operate photo copier machines, utilize Microsoft Office and other programs required to move requested documents from computer to paper.
Preparing customs papers or answering phone calls at the switchboard office in emergency situations.
Incumbent serves as an incidental operator of official vehicles and meets all requirements outlined in 14 FAM 433.

Qualifications, Skills and Experience:

NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

The applicants for the United States US Embassy Mailroom Clerk job opportunity should hold a High School Diploma or local equivalent.
One year of experience in customer care, office assistance, or clerical work.
Knowledge of standard office practices.
Knowledge of Department of State DPO, Pouch, and host country post regulations and procedures;
Knowledge of local post offices, airport, and train facilities, as well as a local courier system;
Broad knowledge and understanding of Mission’s organization, function, personnel, and practices of the agencies to which mail service is provided.
Good organizational skills, thoroughness and accuracy in processing documentation, ability to work well in a team environment.
Must have user knowledge of Microsoft Office Suite (Excel, Word, and Outlook).
Must maintain a courteous and professional demeanor and possess excellent customer service skills.
Must be able to work independently on a routine basis.
Must have a valid driver’s license.
Must be willing to work flexible hours, if required.
Must be able to lift 70 pounds and safely move up to 250 pounds with assistance from coworkers or use of mechanical devices. Maximum lift requirements may be subject to local regulations.
Language: English level III (Good working knowledge) Reading/Writing/Speaking is required. This maybe tested.