The role of the Mail Officer (Administration Assistant 2) is critical for ensuring the secure, accurate, and timely processing of all official correspondence, encompassing incoming, outgoing, and internal mail, postal, and courier packages. The role holder is responsible for maintaining auditable records and providing excellent customer service to staff and external clients.
Key Duties and Responsibilities
Mail and Correspondence Processing (Inbound & Outbound)
- Incoming Mail Processing: Receive, sort, open (where appropriate), date stamp, and register all incoming official correspondence and packages (postal and courier).
- Internal Distribution: Accurately classify, record, and prepare incoming mail for secure distribution to the proper department, unit, or designated officer, ensuring swift turnaround.
- Outgoing Mail Dispatch: Process, verify, register, and dispatch outgoing official communications, ensuring necessary documentation (e.g., waybills, dispatch notes) is correctly completed.
- Courier Coordination: Coordinate and liaise with contracted postal and courier service providers regarding the collection, delivery, and tracking of mail packages.
- Logistics: Manage and process outbound international and local mail/courier requests, ensuring adherence to size, weight, and documentation requirements.
Records, Tracking, and Security
- Documentation and Auditing: Create and maintain accurate, auditable records (e.g., dispatch registers, tracking logs) for all received and dispatched mail/courier packages to confirm receipt and follow-up on movement.
- Security: Handle sensitive mail and confidential correspondence with strict discretion, ensuring all documents are protected from unauthorized access or loss during processing.
- Internal Tracking: Follow up on registered mail to confirm internal receipt and coordinate tracking with external service providers to resolve delivery issues.
Customer Service and Support
- Customer Service: Provide a high level of customer care to organization staff regarding mail handling, tracking inquiries, and mailroom services.
- Guidance and Advice: Offer guidance to staff on specific service requirements, documentation, and best practices for shipping official outbound postal and courier mail.
- Ad-Hoc Duties: Perform any other duties consistent with the grade and scope of the post as assigned by the immediate Supervisor.
Qualifications and Experience
Qualifications
- Post-Secondary school training (Certificate/Diploma) in Records Management, Office Practice, or Customer Service.
- Kenya Certificate of Secondary Education (KCSE) Mean Grade C- (Minus) or its approved equivalent.
- Computer Literacy.
Work Experience
- A minimum of two (2) years relevant experience in mail handling, logistics, or dispatch within a busy office setting.
