The Filing Clerk is normally supervised by a senior staff within the same Unit. Subject to the nature of the task/assignment, he/she will work independently on routine tasks, and will request and follow instructions of the supervisor for more complex issues. Contacts are mainly with the colleagues in the same duty station. External contacts are limited to answering queries from other UNHCR offices and seeking information on individual case from other UNHCR offices.
Accountability(key results that will be achieved)
Incoming/outgoing files are tracked in the system and kept in the filing room when not in use by staff, in line with SOPs.
Filing rooms (active and closed) are managed in line with standards.
Correspondence/documents are filed in the physical file and data entered in the database.
Confidentiality is observed.
Responsibility (process and functions undertaken to achieve results)
Ensure that an orderly and systematic filing system is maintained in the filing room (active and closed) for efficient and timely retrieval of files.
Ensure that the File tracking system is properly used by all staff in the office and that file movement within the office and between users is properly recorded in the system.
Ensure that the data which are mainly related to asylum seekers, refugees and persons of concern to UNHCR are correctly entered into the computer database and filed in the physical individual file.
Receive, record and forward incoming correspondence and manage its proper distribution to the responsible officers.
Draft routine correspondence, and respond to queries relating to area of responsibility.
May be required to assist the protection and refugee status determination unit with maintaining and updating the interview schedule as well as communicating with applicant regarding their scheduled appointment.
Ensure the general maintenance and smooth running of the filing room, i.e. physical arrangement, cleanliness and security.
May be required to provide clerical and administrative support by stocking and supplying stationery, receive and dispatch of external and internal office pouches and handle all official documentation.
Perform any other related duty, as requested.
Authority (decisions made in executing responsibilities and to achieve results)
Make recommendations relating to the organization of the filing system.
Application Deadline
Organisation
Salary Range
Unpaid Position
Contract Type
Full Time
Application Submission Guidelines
If you wish to apply for this vacancy, please submit your letter of motivation and P11 Form by e-mail with the job code number, position title and location in the subject line to: lebbeprg@unhcr.org by Wednesday 7 December 2016. The Personal History Form (P11) is available at the following link: http://www.unhcr.org/recruit/P11_UNHCR.doc No late applications will be accepted. Only short-listed candidates will be contacted. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). Shortlisted candidates may be required to sit for written test and/or oral interview. References are obtained as part of the assessment process. UNHCR strongly encourage qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.
Requires a Cover Letter?
Yes
Education Degree
High School
Education Degree Details
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCEREQUIRED. Define the educational background, the relevant job experience and the language(s) that are essential to perform the work of the position.
- Completion of the Secondary Education.
- Minimum 3 years of previous job experience relevant to the function.
- Excellent computer skills and knowledge.
- Fluency in English and working knowledge of another relevant UN language or local language.
(In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)
DESIRABLE QUALIFICATIONS & COMPETENCIES. Describe any experience or knowledge that would be an asset, such as: UNHCR Learning Programmes, other training, additional languages, Field/HQs experience, etc.
- Knowledge of any other relevant UN or local language.
- Completion of UNHCR learning programmes or specific training relevant to functions of the position would be an asset.
- Completion of the Secondary Education.
- Minimum 3 years of previous job experience relevant to the function.
- Excellent computer skills and knowledge.
- Fluency in English and working knowledge of another relevant UN language or local language.
(In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)
DESIRABLE QUALIFICATIONS & COMPETENCIES. Describe any experience or knowledge that would be an asset, such as: UNHCR Learning Programmes, other training, additional languages, Field/HQs experience, etc.
- Knowledge of any other relevant UN or local language.
- Completion of UNHCR learning programmes or specific training relevant to functions of the position would be an asset.
Arabic
Fluent
English
Fluent
Hide guidelines for wrong answers
No