The position of Associate Logistics Management Officer (Mail and Messenger Services) is assigned to the Logistics Management Unit (CSIS-LM) of the Institutional Services Division (CSIS) under the Corporate Services Department (CSD). You will be based at our Headquarters in Manila, Philippines.
Responsibilities :
Provide technical support for mail distribution and accurate documentation, ensuring compliance with policies and guidelines; monitor outgoing mail and coordinate with senders to resolve delivery issues.
Oversee the daily mail center operations by monitoring contractor attendance to ensure service coverage and promptly escalate performance issues to the Logistics Management Officer (Mail and Messenger Services) following service level agreements.
Conduct regular inspections of mail centers' facilities and equipment to ensure upkeep and replacement, and replenishment of supplies.
Maintain the roster of Mail and Messenger Services (MMS) focal persons and keep them updated about their areas of responsibilities related to MMS policies and guidelines.
Monitor compliance with IT policies, update subscriptions and access authorization of service providers, monitor and update the MMS website, recommend sustainable automation of processes, and facilitate user training for staff and service providers on new technology or software.
Review courier and freight rates and stay up to date with industry and regulatory requirements related to procedures, levies, and fees.
Provide basis and management support for assigning mail dispatch to external delivery services within approved costs, monitoring such assignments, and making adjustments.
Review policies, guidelines, and work instructions for continued relevance, recommend enhancements based on best industry practices, and ensure contractor awareness and compliance.
Receive and compile weekly and monthly service provider reports using proper records management systems and consolidate data for submission against important accomplishment indicators.
Perform other duties that may be assigned and reflected in your workplan.
Requirements :
Bachelor's degree in business administration, management or related fields preferably with training in postal, courier/freight operations, import/export and customs administration is advantageous.
At least 5 years' experience in the area of mail, courier, pouch, and messenger operations or logistics; with progressive experience managing mailroom operations preferably in a multinational organization.
Basic knowledge of policies, guidelines, and procedures in mail and messenger services; knowledge in procedures as they relate to administrative, financial rules and regulations.
Working knowledge of an international institutions IT systems and computer-based applications; experience using Microsoft SharePoint is advantageous.
Knowledge of procedures, formats, and standards relevant to the performance of work.
Detail-oriented and excellent in organizing and managing tasks.
Liaise and work with staff within own work location, and able to work with teams as constructive team member.
Demonstrate ability to work with individuals from different cultural and national backgrounds.
