Mail Clerk at U.S. Embassy to Kenya

Duties

BASIC FUNCTION OF POSITION

• The incumbent is one of seven clerks in the Mission Nairobi mailroom and reports to the locally engaged (LE) Diplomatic Post Office (DPO) Supervisor and the American DPO Supervisor. The incumbent processes inbound and outbound DPO, unclassified diplomatic pouch, courier and local mail. He/she is responsible for providing excellent customer service to mailroom customers and performs other duties as assigned by the DPO Supervisor. He/she has no supervisory responsibilities. 

MAJOR DUTIES AND RESPONSIBILITIES

Process Incoming DPO, Unclassified Pouch, Courier and External Mail (40% of time)            

• Required to follow FAM/FAH, U.S. Postal Service (USPS) and Kenyan regulations when receiving incoming DPO, unclassified pouch, courier, United Nations and local mail. Responsible for following safety protocol at all times. DPO mail must be physically inspected at Jomo Kenyatta International Airport (JKIA) before it is loaded in the box truck. The incumbent will use the Class I biological safety cabinet to inspect courier mail and items collected at the United Nations and Kenyan Postal Corporation post offices. Incumbent must use the Integrated Logistics Management System (ILMS) to receive incoming mail. For each shipment, he/she will create necessary documentation and maintain accurate records. All mail will be sorted into the appropriate location so that it can be collected by customers.

Process Outgoing DPO, Unclassified Pouch Mail, Courier and External Mail (25% of time)                        

• Required to follow FAM/FAH, USPS and Kenyan regulations when processing outgoing mail. All DPO and pouch items will be accounted for and scanned into ILMS before being sent. For each shipment, appropriate documentation will be created and kept on file in the mailroom. Job holder is required to deliver outbound DPO mail to JKIA for inspection, customs clearance, and ground handling. He/she will alert the contracted courier when unclassified diplomatic pouches are available for collection at the embassy-approximately twice a week. Job holder will use the Franking machine to apply the appropriate amount of Kenyan postage to all local mail that is delivered to the Kenyan Postal Corporation. The incumbent will deliver outbound courier mail (DHL, FedEx, etc.) to the truck transfer.

Customer Service (35% of time)                                                                                                         

• Responsible for providing the highest level of customer service while serving members of Mission Nairobi. Must be able to clearly explain how various regulations inform mailroom policies. Must be able to track packages and answer mail-related questions. Must be able to assist customers using the USPS website, especially those needing to create Click-N-Ship labels and Customs Declaration forms. Must be able to offer guidance to customers on Kenya-specific requirements for shipping outbound courier mail.

Note: This position description in no way states or implies that these are the only duties to be performed by the incumbent. Incumbent will be required to perform other duties as assigned by the agency.

Qualifications and Evaluations

Requirements:

EXPERIENCE:  

• One year of mail handling experience is required

JOB KNOWLEDGE:  

• Must have some knowledge of handling DPO, diplomatic pouch, local or international courier service mail. Knowledge of the functions, personnel, and practices of the embassy and its associated agencies.

Education Requirements:

• Completion of secondary school is required

Evaluations:

LANGUAGE: 

• Level III (Good working Knowledge) Reading/speaking /writing English is required (This may be tested). Level III (Good working Knowledge) Reading/speaking /writing Kiswahili is also required.

SKILLS AND ABILITIES: 

• Must have strong interpersonal skills.
• Must have knowledge of Microsoft Office applications including Outlook, Word and Excel.
• Must have a valid Kenyan driving license Class BCE.
• Must be able to lift 70 pounds.

EQUAL EMPLOYMENT OPPORTUNITY (EEO):  The U.S. Mission 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.

Qualifications:

• All applicants under consideration will be required to pass medical and security certifications.