Mail Clerk - US Embassy

The Informaition Resources Management (IRM) has an opening for the position of Mail Clerk. The position will be available immediately. The closing date for this position is January 28, 2015. You will be notified when the decision is made.

Qualifications Required:  

• Completion of high school is required. 
• One year of mail handling experience is required.
• Level III  English  ability and Leve III Kiswahili abhility are required.  

Other Criteria 

• Must have some knowledge of handling DPO mail, diplomatic mail pouch, local mail or international courier service mail.
• Must have knowledge of Microsoft Office applications such as Outlook, Word and Excel.
• Must have a valid driver’s license and will be tested prior to final selection.
• Must have experience in customer Service.

Job Specification

The incumbent is one of eight mailroom  clerks in the mailroom  for Mission Nairobi and reports directly to the Diplomatic Post Office (DPO) supervisor.  The incumbent tracks, receives, sorts, and delivers United States Postal Service (USPS)  and diplomatic mail. The incumbent will perform other duties as assigned by the DPO supervisor.  The incumbent has no supervisory responsibilities.   

Responsibilities   

Processing Incoming DPO Mail - 40%  

He/she is responsible for tracking all incoming DPO and pouch mail shipments.  Incoming DPO shipments will be tracked using the Automated Military Postal System (AMPS). 

He/she will assist reporting mail delayed in transit.  

Once mail bags have arrived at the airport, he/she will travel to the airport and coordinate with the Kenya Airways ground handlers to release the mail bags and clear the mail bags through customs.  

All incoming mail must be pre-screened in the mailroom screening facility.  

Pre-screening consist of examining mail bags for any sign of tampering, checking the bags for explosives using the atomizer, and also running each bag and package through the xray machine. Any suspicious items must be further screened using a Class I biological safety cabinet. 

He/she must scan all accountable items and upload the bar codes to the USPS for delivery verification.  Official flat letter mail will be sorted by individual mailbox or agency and placed into their respective mail boxes.  All items must be safeguarded until the items are signed picked up by the customers.  

For personnel who have departed post, he/she will forward all mail for the first 60 days, and first class mail and parcels for up to one year.  Mail that was missent to Nairobi must be forwarded to the appropriate posts.  Incoming and outgoing pouch mail will be processed using ILMS.

Process Outgoing DPO Mail - 40% 

All accountable items in the mail bags must be accounted for.  

He/she will scan all items using the bar code scanner and upload the bar codes to the USPS system.  

He/she will add a Department of State Intelligent Mail Barcode (IMB) to flat mail at random to track mail efficiency to the United States.  

He/she will print off mail bag tags for each bag or package not inside a bag.  

In addition, he/she will create a shipping document AV07 for each outgoing shipment. He/she will deliver the mail to the Kenyan Airways ground handlers each day for shipment to the States.  All items must be safeguarded until the mail bags are dispatched. 

Office Duties - 20%

He/she will assist with inventory and ordering the necessary supplies.  He/she will provide customer service to all ICASS subscribers, to include assitance  sending/receiving items utilizing the Click-N-Ship computer and Mail-N-Go Kiosk  proper addressing of outgoing items, advising customers on DPO use, etc.  He/she is responsible for monitoring the use of DPO mail and advising management of any irregularities.  He/she will process incoming and outgoing pouch mail using ILMS, collect and deliver mail from the post office and provide at the counter customer service.

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