Job Title: Mail Room Clerk FSN-130
The United States has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Scott H. DeLisi 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
- Peace Corps
Job Summary: The U.S. Mission Mailroom processes thousands of parcels of mail annually, both incoming and outgoing, and disburses to various departments and agencies in a timely and efficient manner. The jobholder performs mail clerk duties with a primary responsibility for the overall receipt, inspection, distribution, and dispatch of diplomatic pouch mail, courier service, and local mail. Mail service is provided to 6 agencies i.e. DOS, USAID, CDC, NIH, PC, DOD resident at Post. The incumbent also serves as backup receptionist/telephone operator at the Chancery.
Key Duties and Responsibilities:
- Effectively and professionally, interface with customers responding to all issues, complaints, concerns and questions that arise.
- Check outgoing mail for authorized use, proper addresses, adequate postage, enclosures, weight limits and return address.
- Seals pouches, wraps, or otherwise prepares official mail for mailing.
- Keeps logs of incoming and outgoing correspondence and packages.
- Prepares the documentation and contents for the diplomatic pouches and registers outgoing mail.
- Assist in receipt and delivery of courier packages, monitor and order the mailroom expendable supplies.
- Carry out on-line pouch tracking responsibilities, data entry, filing, sorting and distribution of letter-mail.
- Deliver mail to employees, often using carts to carry the mail between offices. Use a computer to keep records of incoming and outgoing items and prepare mailroom logs and workload counts.
- Perform a broad range of messenger and delivery duties to ensure timely distribution of messages, mail, fax, printed materials and various supplies to departments and other agencies.
- Process all outgoing mail according to postal and internal rules and regulations. File, photocopy and perform other clerical duties to insure smooth running operation. Unload, move and store incoming supply shipments.
- Perform any other duties as assigned by supervisor.
- Guarantee continuous and efficient operation support for all members and employees.
- Maintain special mail services, supplies, and records.
- File and maintain “inactive” mail records.
- Support in the maintenance of photocopying and duplicating machines and provide photocopying services.
- Processes, cleans offset press at conclusion of runs and oils, greases and performs minor maintenance as necessary.
- Collates, assembles, staples or binds multi page duplicating jobs.
- Fills ink reservoir, filling paper magazine and making complex adjustment to produce good quality copies.
- Operates minor maintenance of photocopying machines.
- Continually observes the proper use of photocopiers.
- Perform other Administration Department related business errands and duties as required
Qualifications, Skills and Experience:
- The ideal candidate for the US embassy career opportunity should have completed both secondary school (both ‘O’ and ‘A’ levels)
- At least one year of mail handling experience is required.
- Detailed knowledge of Department of State mail handling instructions, organization, functions, personnel and practices of agency mission in which employed is required.
- Good familiarity with the ability to interpret and adhere to the FAM and Diplomatic Mail policies and procedures.
- Must be familiar with processing inbound and outbound shipments utilizing the Integrated Logistical Management System (ILMS) software.
- Working knowledge of computers and word processing functions is required. Level 1 typing – 40 w.p.m. is required.
- Ability to lift and carry up to 50 lbs is required as well as strong organizational skills.
- Previous packing experience helpful.
- Possess the ability to work well under pressure and attention to detail is a must.
Language Proficiency: List both English and host country language(s) by level and specialization.
Level III English ability (Good working Knowledge) in both written and spoken English is required.
How to Apply for the job:
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
- Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174) Download it Here.
- A current resume or curriculum vitae.
- Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
- Any other documentation (e.g. essays, transcripts/certificates, awards) that addresses the qualification requirements of the position as listed above.
Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov.
NB: Only electronic submissions will be accepted and only shortlisted candidates will be contacted.
Please clearly indicate the position applied for in the subject area of the email submission.
Please use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in one file attachment.
Telephone: 0414-306001/259-791/5
Deadline: 29th May, 2014
The US Mission in Kampala provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
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