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Job Title:   Mail Room Supervisor (Fresher Jobs) 

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: Kampala, Uganda

Salary: UGX 53,979,054 /=

Position Number: Kampala-2024-031

About Organisation:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador William W. Popp 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:  Under the supervision of Diplomatic Technology Office, manages all unclassified pouch and diplomatic mail operations at the mailroom, supervising and rating three (3) Mail Clerks who support all mailroom functions. Serves as primary local liaison with airport authorities, and mail handling contractors. Sorts and distributes mail, processes incoming diplomatic pouches, and prepares diplomatic pouches for dispatch. Responsible for transportation, safeguarding, receipt, and delivery of all incoming and outgoing DPO mail and unclassified diplomatic pouches. Maintains all required paperwork. Ensures all security standards are met for proper storage and handling of DPO accountable mail, DPM registered, certified and pouch material. Provides guidance to all offices authorized to use DPO and pouch services. Tracks and is accountable for all funds issued to the mailroom. Ensures all BPA contracts are kept up-to-date and tracks and updates the mailroom Franking machines required for official postage.

Key Duties and Responsibilities:

Staff Management and Supervision

• Ensuring the mailroom runs efficiently, safely, and harmoniously
• Functions independently as a day-to-day operations lead at Mailroom ensuring that all staff communicate effectively.
• Supervises and manages all on-site mailroom activities. The incumbent assigns tasks and develops delivery and pickup schedules for all subordinates in the mailroom.
• Assigns the correct tasks to provide the most efficient outcome.
• Ensures proper staffing levels are maintained and vacation schedules do not conflict with operational requirements.
• Identifies training opportunities for subordinates, both official and on-the-job.
• Trains staff in all mailroom procedures and regulations. In conjunction with the USDH supervisor, the supervisor establishes Annual Work Plans for all subordinates, conduct performance reviews with them at least semi-annually, and completes their end-of-year evaluations and ratings.
• Oversees the preparation of outgoing unclassified pouches and DPO mail.
• Directs the opening of incoming and the closing of outgoing pouches and DPO mail, verifying contents and registered/accountable items.
• Delegate responsibility as necessary to fulfill leadership role.

Customer Service

• Liaising with customers and subordinates to provide the highest quality service possible
• Deals appropriately with internal Embassy customers and outside counterpart organizations.
• Provides high quality customer service and handles issues escalated by mail clerks. Works with DTO/GSO Management to ensure ICASS customer satisfaction scores are reviewed for ways to improve service.
• Contacts DPM officials for guidance when discrepancies cannot be resolved at post. Explains mail handling procedures and regulations to mission officials and employees.
• Posts appropriate publications for customer education on mailroom services. Makes suggestions to change procedures and Post policies to improve mailroom operations.
• Facilitates sorting and delivery operations for all incoming unclassified official and personal mail, newspapers, magazines, and packages.
• Ensures signatures are obtained for all registered/accountable items.
• Reviews all outgoing mail, checks for appropriate addresses, and ensures proper postage has been affixed to all mail items.
• Confirms that damaged mail is properly handled and marked.
• Ensures all returned/refused mail is properly handled and endorsed for return to sender.
• Ensures mail is forwarded for all departed personnel in accordance with DPM Policy

Off-site mailroom activities

• Making sure that DPO mail and pouch material gets to the mailroom without delay no matter the season
• Prepares a monthly duty schedule for employees to handle city mail exchanges, local deliveries, retrieval, and dispatch of unclassified pouches and DPO mail at the airport, and assistance with the classified pouch exchanges where possible.
• Works directly with host country customs, airport, airline, and postal officials. Maintains system detailing all export shipments for unclassified pouch. Reserves airline cargo space for outbound pouch shipments and notifies DPM of dispatch dates.
• Coordinates transportation requirements with Motor pool as necessary and ensures mailroom vehicles are properly maintained.
• Monitors the performance of freight forwarders, airport intermediaries and other contractors to ensure the timely delivery of shipments to the Mission.
• Reports any deficiencies in this area to the American supervisor and proposes solutions when appropriate.
• Plays a role in the distribution of gratuities at holiday time.

Mailroom Operations

• Screening mail for safety, tracking bills and making sure all equipment used in processing mail and other duties is in excellent working condition
• Ensure incoming local postal mail and DPO mail brought into the Mail Screening Facility (MSF) are screened in accordance with the procedures established by the RSO.
• Assesses any potential interacts with the RSO section of the Embassy and the mail clerks regarding suspicious and/or hazardous items. After initial screening, uses secure isolating procedures to open all mail not addressed to an office or individual. Also offers instruction on procedures and the operation of safety equipment to other Embassy staff responsible for separate office mail opening.
• Identifies, and addresses any deficiencies in equipment operated in the MSF.
• Reports violations of the use of the pouch and DPO mail to the supervisor and appropriate State Department offices as set out in the regulations.
• Oversees reproduction requests and ensures proper distribution.
• Contracting Officer Representative (COR) for mail contracts.
• Distributes postage bills to individuals or agencies. Submits purchase requests for courier shipments, mailroom related fees, and mailroom supplies within ILMS.
• Verifies and approves courier and airline cargo bills for payment.
• Arranges for servicing mailroom equipment as necessary.
• Tracks workload counts for all ICASS customers, and the reporting of ICASS workload counts as needed for FMC.
• Handles petty cash used for clearing diplomatic mail, paying highway tolls, etc.
• 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 Mail Room Supervisor job should have completed secondary school.
• Minimum of two years in external or internal customer service where tasks included, problem solving and mail handling or other related clerical experience, plus one year of supervisory or team lead experience are required.
• Post Entry Training: Hands on computer training for use of the Integrated Logistics Management System (ILMS) to process pouch. RSO provided WMD training for mail screening. No Fear Act Training (PT401); Basic Supervisory Training (PT230) and Ethics for New Locally Employed Staff (PA453); purchase card training. COR training is required.

Job Knowledge

• Thorough knowledge of standard office practices.
• Knowledge of Department of State Diplomatic Post Office and host country post regulations and procedures; knowledge of local post offices, airport, and train facilities, as well as a local courier system; good understanding of Mission’s organization, function, personnel, and practices of the agencies to which mail service is provided.
• Familiarity with Embassy physical layout and locations of individual personnel.
• Have a basic understanding of the Vienna Conventions and other international treaties regarding diplomatic shipments.

Skills and Abilities:

• Must show ability to supervise and manage staff effectively.
• Excellent interpersonal and customer service skills, including ability to calmly handle customer complaints up to the Executive level.
• Strong computer skills including typing skills and accurate data entry into web applications, with knowledge of the Microsoft Office Suite (Excel, Word, and Outlook).
• Must possess 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.
• Language Proficiency: List both English and host country language(s) proficiency by level (II, III) and specialization (sp/read): English Level IV (fluent) is required.

How to Apply:

All those interested in working with the United States Embassy, US Mission in Kampala should send their applications online at the link below.

Click Here

Deadline: 12th July 2024

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