Mail Operations Supervisor 200 views

ONLY SEYCHELLOIS CANDIDATES CAN APPLY FOR THIS POSITION

Applications are invited from suitable candidates for the under listed vacancy:

Post Title: Mail Operations Supervisor

Responsible to: Manager Quality Assurance, UPU Compliance & Mail Delivery / Operations Assistant Manager

Location: Central Post Office – Victoria

Job Description

Job Summary:

The Mail Operations Supervisor is responsible for planning, coordinating, and supervising the daily operations of the Mail and Parcel Operations Section to ensure the efficient, secure, and timely processing, handling, dispatch, receipt, delivery coordination, and tracking of domestic and international mail and parcel items. The post-holder provides direct supervision to Mail Operations Specialists and other operational staff, ensuring compliance with organisational procedures, regulatory requirements, and Universal Postal Union (UPU) standards.

Main Responsibilities

Operational Management

• Plan, organise, supervise, and control the day-to-day activities of the Mail and Parcel Operations Section.
• Oversee the receipt, acceptance, processing, classification, documentation, storage, dispatch, and delivery coordination of all inbound and outbound mail and parcel items.
• Ensure operational continuity and efficient workflow management to meet established service standards and operational targets.
• Monitor mail and parcel movements throughout the processing chain and take corrective action where operational delays are identified.

Staff Supervision and Leadership

• Supervise, guide, support, and evaluate the performance of Mail Operations Specialists and other staff assigned to the section.
• Allocate daily work assignments and ensure operational resources are effectively utilised.
• Monitor attendance, productivity, discipline, and compliance with operational procedures.
• Identify training needs and provide coaching and operational guidance to staff.
• Foster teamwork, accountability, customer focus, and professional conduct within the section.

Mail Processing and Dispatch

• Ensure accurate sorting, routing, processing, and dispatch of mail and parcel items destined for Mahé, Praslin, La Digue, and international destinations.
• Verify that dispatch documentation is properly completed in accordance with departmental procedures and UPU requirements.
• Ensure all mail receptacles, dispatches, and accompanying documentation are prepared accurately and within prescribed timelines.
• Monitor service performance against established operational standards.

Systems Administration and Record Management

• Ensure timely and accurate recording of operational events within the International Postal System (IPS), Postal Management System (PMS), or any other authorised systems.
• Maintain accurate operational records and ensure all tracking information, dispatch data, and transactional records are properly captured and archived.
• Ensure operational data integrity and confidentiality.

Compliance and Quality Assurance

• Ensure compliance with Universal Postal Union regulations, internal policies, operational procedures, and applicable legislation.
• Monitor adherence to established operational controls and security requirements.
• Assist management in developing and implementing operational procedures and service improvement initiatives.
• Support quality assurance activities aimed at enhancing operational efficiency and customer satisfaction.

Investigation and Resolution of Irregularities

• Investigate cases involving delayed, missing, damaged, missent, or unclaimed mail and parcels.
• Prepare verification notes, enquiries, incident reports, and supporting documentation relating to operational irregularities.
• Follow up with relevant domestic and international postal operators concerning mail and parcel enquiries.
• Recommend corrective and preventive measures to minimise recurrence of operational issues.

Reporting and Performance Monitoring

• Compile, analyse, and maintain statistical information relating to mail and parcel traffic and operational performance.
• Prepare periodic operational reports, management reports, and performance statistics as required.
• Monitor operational trends and recommend process improvements to management.

Stakeholder Coordination

• Liaise with postal outlets, operational units, regulatory authorities, airline and transport partners, and international postal administrations where required.
• Represent Seychelles Postal Services at meetings, workshops, training programmes, and other official engagements as delegated.

General Responsibilities

• Ensure missent, undeliverable, and unclaimed mail items are processed and returned in accordance with established procedures.
• Promote excellent customer service and maintain positive stakeholder relationships.
• Comply with all health, safety, security, and organisational requirements.
• Perform any other duties reasonably assigned by the Manager, Quality Assurance, UPU Compliance & Mail Delivery.

Job Requirements

Qualification and experience:

• Diploma in Postal Operations, Logistics, Supply Chain Management, Business Administration, Public Administration, Operations Management, or a related field.

OR

• Certificate in Supervisory Management, Business Studies, Customer Service, Logistics, or a related field together with substantial relevant experience

Experience

• Minimum of three (3) years’ experience in postal operations, logistics, courier services, transport operations, mail processing, or a related operational environment.
• Minimum of one (1) year experience in a supervisory, acting supervisory, team leader, or senior operational role.
• Experience using operational information systems and maintaining operational records.
• Experience in staff supervision, reporting, and performance monitoring will be an advantage.

How To Apply

Interested candidates should Sign-up or login to apply now or please forward your application letter and CV to the Human Resources Section – Central Post Office, PO Box 60, Liberty House.

You can also email us on [email protected]

Only shortlisted candidates will be invited for interview.

For further queries please contact 428 8555.

Closing Date: 8th October 2026

Note:

In order to increase your chances of a successful selection, kindly ensure that your application is complete and that all relevant information such as your qualifications have been provided with your application.   Otherwise, the Employer reserves the right not to consider your application for selection.