JO# 18555 – Filing Clerk – G3 – PN 10032083 – UNHCR Fixed Term Appointment

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 Filing Clerk is a member of the Registration team and provides clerical and administrative assistance on file management at UNHCR¿s Field Office in Tyre. 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; however the incumbent establishes and maintains contacts with other UNHCR offices in Lebanon to answer queries and seek information on individual case from other UNHCR offices.

The Filing Clerk main task is to ensure that an orderly and systematic filing system is maintained in the filing room and to receive, record and forward incoming correspondence and manage its proper distribution to the responsible staff.

FUNCTIONAL STATEMENT
Accountability
- Individual file management in UNHCR Offices is carried out as per relevant Standard Operating Procedures (SOPs).

Responsibility
- Ensure files movement between the Offices, Units, and Staff is carried out as per SOPs.
- Ensure all file movement is recorded on file tracking system.
- Ensure all newly created files are bar coded.
- When needed ensure timely file movement between the Units, Archive and, if applicable, Warehouse.
- Ensure file storage space is periodically checked and meet safety confidentiality and safety standards.
- Ensure periodical file tracking checks take place.
- Utilize office equipment and computer as required.
- Perform other related duties as required.

Authority
- Access the relevant information and records which may be sensitive and confidential.
- Prioritise tasks in consultation with the supervisor.