Job Purpose
The role
holder will ensure the secure, accurate, and timely processing of all incoming,
outgoing, and internal official correspondence, postal, and courier packages,
while 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
- 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
How to
Apply
 Job in Kenya - CBK){kind=link}