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Mail Room Clerk Job Vacancy at US Embassy Dar Es Salaam | Deadline: 20th September, 2018
Announcement Number: TANZ-2018-011Hiring Agency: Embassy Dar Es Salaam
Position Title: MAIL ROOM CLERK (All Candidates)
Open Period: 09/06/2018 – 09/20/2018
Series/Grade: LE – 0130 4
Salary: (TZS) TSh14,241,388 – (TZS) TSh14,241,388
Promotion Potential: LE-4
Duty Location(s): 1 in Dar Es Salaam, TZ
For More Info: HR Section
022-229-4000
DarHRO@state.gov
Overview
Hiring Path: • Open to the public
Who May Apply/Clarification From the Agency:
All Interested Applicants / All Sources
Security Clearance Required: Public Trust – Background Investigation
Appointment Type Permanent
Marketing Statement: We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.
Summary: The U.S. Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Mail Room Clerk.
Supervisory Position: No
Relocation Expenses Reimbursed: No
Travel Required: Not Required
25% Integrated Logistics Management System (ILMS):
— Uses ILMS website, database, and Pocket PC scanner for incoming and outgoing pouching operations.
— Builds and modifies pouches.
— Generates and prints pouch invoices.
— Prints bar coded labels for the pouch tags.
— Generates shipping documents for outgoing pouch shipments.
— Dispatches outgoing pouch shipments.
— Reschedules outgoing pouch shipments as needed.
— Confirms receipt of incoming pouches and registered items.
— Updates and or completes incomplete information for incoming pouches and registered items
— Tracks incoming and outgoing pouches and registered items.
— Researches pouch and registered item status and location for customers.
— Notifies the mail room supervisor of any changes that need to be made to the ICASS and Agency Codes.
— Generates and prints work load reports when required for FMC.
— Generates additional documents as needed.
— Notifies the ILMS helpdesk via phone and or email about ILMS issues.
25% Incoming diplomatic mail and pouches, DPO mail, local mail and international courier service mail:
— Verifies that all the incoming diplomatic mail and pouches, DPO mail, local mail, and international courier service mail are addressed to American Embassy Dar es Salaam.
— Identifies suspicious diplomatic mail and pouches, DPO mail, local mail, and international courier service mail.
— Notifies the mail room supervisor and security personnel of any suspicious diplomatic mail and pouches, DPO mail, local mail, and international courier service mail
— Identifies miss sent or incorrectly addressed diplomatic mail and pouches, DPO mail, local mail, and international courier service mail
— Researches, corrects and forwards on miss sent or incorrectly addressed diplomatic mail and pouches, DPO mail, local mail, and international courier service mail.
— Uses appropriate stamps to indicate the status of received diplomatic mail and pouches, DPO mail, local mail, and international courier service mail.
— Picks up diplomatic mail and pouch twice a week from Dar es Salaam Airport.
— Ensures that the diplomatic pouches listed on the airway bill are received.
— Notifies the originating post via email of any discrepancies between the diplomatic pouches received and the airway bill.
— Inspects all diplomatic pouch seals to ensure no tampering has occurred.
— Notifies the mail room supervisor and security personnel if any diplomatic pouches are found to be tampered with
— Opens diplomatic pouches and inventories the items inside against the pouch invoice
— Notifies the mail room supervisor and the American supervisor if any controlled diplomatic mail is received
Notifies the originating post via email of any discrepancies between what was in the diplomatic pouch and the pouch invoice
— Signs the pouch invoice, returns a copy to the originating post and files a copy locally
— Uses the ILMS Pocket PC scanner and the ILMS webpage to update the status of received diplomatic mail and pouches
— Picks up all DPO mail from the DPO mail room
— Signs for all certified, insured or delivery confirmation DPO mail
— Secures all certified, insured or delivery confirmation DPO mail
— Sends notifications slips to addressees that have received certified, insured or delivery confirmation DPO mail
— Ensures all certified, insured or delivery confirmation DPO mail is signed for by the addressee and files the signature slip.
— Signs for all international courier service mail
— Logs all international courier service mail
— Sends notifications to addressees’ that have received international courier service mail
— Ensures the timely delivery to the addressee of mail received by international courier service
— Ensures all international courier service mail is signed for by the addressee and files the signature slip
— Ensures that local mail is picked up daily from the local post office
— Sorts all mail not requiring signatures or special handling into the appropriate distribution boxes
Part 2 continues under ‘Other Information’ box
Read Also: NEW TANZANIAN JOBS OPPORUNITIES (900+ POSTS)
Qualifications and Evaluations
Requirements:
Valid driver’s license is required
Education Requirements:
Completion of Secondary School (form IV) is required.
Evaluations:
Level III (Good Working Knowledge) reading/speaking/writing of English is required.
Level IV (Fluent) speaking/reading/writing of Kiswahili is required.
Qualifications:
One year experience of mail handling is required.
Benefits and Other Info
Benefits:
Agency Benefits:
The U.S. Mission in Dar es Salaam offers compensation package that may include health, separation, and other benefits.
Other Information:
Major duties continues
25% Outgoing diplomatic mail and pouches, local mail and international courier service mail:
— Verifies that all the outgoing diplomatic mail and pouches, local mail, and international courier service mail are addressed properly
— Identifies improperly addressed diplomatic mail and pouches, local mail, and international courier service mail
— Notifies the sender of improperly addressed diplomatic mail and pouches, local mail, and international courier service mail
— Prepares all outgoing diplomatic mail, by weighing each piece and sorting them by addressed post
— Prepares all out diplomatic pouches by placing all outgoing diplomatic mail into pouches sorted by addressed post and weighs the pouch
— Uses the ILMS Pocket PC scanner and the ILMS website to add all the outgoing diplomatic mail and pouches to the ILMS database
— Prints out diplomatic pouch invoices from ILMS, ensures the invoices are correct, files a copy locally, and places a copy into the proper pouches
— Prints out labels for each diplomatic pouch tag from ILMS, ensures the labels are correct and places the labels on each pouch tag
— Closes, tags and seals each outgoing diplomatic pouch
— Creates a shipping document in ILMS
— Prints out a shipping document from ILMS, files a copy locally and emails a copy to each post that has a pouch addressed to it
— Coordinates transportation and support to deliver diplomatic pouches to Dar es Salaam Airport
— Delivers diplomatic mail and pouch twice a week to Dar es Salaam Airport.
— Ensures that the diplomatic pouch shipment is dispatched in ILMS.
— Ensures that the diplomatic pouches listed on the airway bill are correct.
— Ensures all international courier service mail is prepared properly.
— Logs all international courier service mail.
— Weighs and ensures correct postage is on all outgoing official and personal local mail.
— Ensures that local mail is delivered daily to the local post office.
15% Interoffice Correspondence and Miscellaneous:
— Ensures the proper distribution of staff announcements, administrative memorandums, vacancy announcements, newsletters,
telephone directories, state magazines etc.
— Picks up local newspapers and magazines twice daily and ensures their proper distribution.
— Performs daily distribution runs.
— Assists customers with questions about the mail and pouch room’s services as well as assists them with filling out forms such as international courier service mail forms, pouch registered item forms, and signature required mail forms.
— Assists in the training of new Mail Clerk employees and summer hires in all aspects of the Mail Clerk position to include incoming operations, outgoing operations, interoffice correspondence, and ILMS.
— Performs other duties as assigned by the mail and pouch room supervisor.
10% Operates duplicating machine, routes and distributes the end product.
Send/receive facsimiles
and logs such event.
Note: This position description in no way states or implies that these are the complete duties to be performed by incumbent.
How to Apply:
To apply for this position, applicants MUST apply electronically via ERA.
For more information, visit this link https://tz.usembassy.gov/embassy/jobs/
Required Documents:
Please provide the required documentation listed below with your application:
1. Resume
2. Proof of Citizenship
3. Form IV academic certificate
4. Valid driver’s license
5. Other (if any)
Next Steps:
Only shortlisted candidates will be contacted.
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