Receptionist – G3 – MTL150 – UNOPS Contract - Mount Lebanon

ORGANIZATIONAL CONTEXT

Eight years into the Syria crisis, Lebanon remains the country hosting the largest number of refugees per capita, with nearly 950,000  Syrian refugees registered with UNHCR, about 20,000 refugees of other origins - mostly Iraqi - and Palestine refugees under UNRWA’s mandate.  There are no formal camps for Syrian refugees in Lebanon, and refugees are living in hundreds of communities and locations across the country. 

The refugee response is led by the Government and UNHCR and UNDP, supported by the international community. As the designated lead agency in the refugee response, UNHCR has established a sector-based structure in Beirut and in the field. The structure brings together over 150 UN agencies, national and international NGO partners [over 150 actors, including UN agencies, national and international NGOs and Ministries] in identifying and agreeing on the strategic priorities to address the needs of Syrian refugees and vulnerable Lebanese communities. The Lebanon Chapter of the Response Plan falls under the Regional Refugee and Resilience Plan (3RP), whereby UNHCR guides the refugee response and UNDP facilitates the resilience and stabilization component.

The UNHCR operational response in Lebanon is one of the largest for the organization. Media attention and the frequency of influential high-profile visitors is high. The Office has grown substantially in the past years and is currently operating with around 650 staff. Aside from the country office in the capital city of Beirut, UNHCR has field offices in Mount Lebanon, Qobayat, Tripoli, Tyre and Zahle.

The Receptionist will assist in organizing and coordinating the reception area of UNHCR Office. The incumbent has no supervisory role and will always function under the direct supervision of a more senior staff who is required to monitor the performance of the incumbent and provide regular guidance. 

The incumbent will have internal contacts within UNHCR with staff members and focal points from different units and with external parties for exchange of information and reception of visitors.

FUNCTIONAL STATEMENT

Accountability (key results that will be achieved)

• Visitors and persons of concern have a full and fair access to UNHCR staff and services while approaching the reception for different purposes and their privacy is respected.  
• The reception and counselling of asylum-seekers and refugees is conducted in accordance with UNHCR policies and standards.
• Vulnerable asylum-seekers and refugees are timely identified and referred for appropriate services.

Responsibility (process and functions undertaken to achieve results) 

• Identify persons of concern and organize their entry into UNHCR premises.
• Identify and fast-track persons with specific protection needs. 
• Coordinate with security team on the management of orderly entry into the building, and reporting security incidents where applicable.
• Counsel refugees and asylum-seekers, providing them with information at reception and in waiting areas, including assistance with completion of application forms.
• Assist with creating, organizing, maintaining physical files, including photocopying and scanning of documentation prior to interviews.
• Ensure timely and efficient circulation of physical files and other correspondence between reception/registration unit and other functional units.
• Schedule appointments for refugees, through the hotline or in person.
• Perform other related duties as required.

Authority (decisions made in executing responsibilities and to achieve results)

• Identify which individuals or groups to be prioritized at the reception based on vulnerability and other criteria specified by the supervisor.