Receptionist (2 Positions) - Tripoli – G3 – TRI133/TRI134 – UNOPS Contract

Lebanon remains the country hosting the largest number of refugees per capita, with an estimated 1.5 million Syrian refugees according to the Lebanon Crisis Response Plan (LCRP), and some 16,000 refugees of Iraqi, Sudanese, Ethiopian and other origins, in addition to a large number of Palestinian refugees under UNRWA’s mandate. Since the Lebanese Government instructed UNHCR at the beginning of 2015 to suspend new registrations of Syrians, the number of registered Syrian refugees has reached 865,531 as of 31 December 2020. 

UNHCR Lebanon operates through four (4) decentralized Reception Centers, covering the main governorates of Lebanon, located in Zahle for the Bekaa governorates, in Tyre for the South governorates, in Tripoli for the North governorates and in Jnah for the Beirut and Mount-Lebanon governorates. The reception centres are geographically accessible to refugees and have facilitated access for refugees with disabilities and are established in safe and secure locations with access to safe water and appropriate sanitation facilities. Both in-person and remote case processing activities undertaken are based on and guided by international legal and operational standards in the areas of registration, personal data protection, documentation and population data management. 

To contribute effectively and efficiently to advancing protection outcomes for asylum-seekers and refugees in Lebanon, two main registration areas of focus can be identified:

Access to UNHCR: ensure that requests for registration related interventions are accommodated with minimal delay and in line with the UNHCR registration standards.Data integrity and Data accuracy: ensure the personal information on the population of concern can be timely and accurately verified and updated, so registration data can be fully leveraged to support the range of interventions in the operation.

Purpose and Scope of Assignment

Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable

The Receptionist will assist in organizing and coordinating the reception area of UNHCR Office. The incumbent has no supervisory role and function under the direct supervision of an Associate Registration Officer. 

The incumbent will have internal contacts within UNHCR with staff members and focal points from different units and operate the helpline for contact with refugees, recording specific needs and vulnerabilities and facilitate referral pathways towards access to available services and assistance.

Monitoring and Progress Controls

Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring

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.  

Receive, screen and assist visitors/clients and escorts them to responsible officer concerned. Adopt tactful attitude to inform and convince interlocutors to accept unforeseen situations, such as waiting longer than expected, meet with a different officer than expected or accepting the cancellation of an appointment.

Answer to incoming calls and transfer calls to concerned officer and/or take messages or provide general information, understanding the importance and the confidentiality of the issues treated.

Receive and transmit verbal and written messages to appropriate officer/office/Unit/Department.

Record the incoming and outgoing mail and manage internal courier distribution, as appropriate. Register/keep records of visitors/clients, as requested.

Utilise office equipment (telephone, fax, radio, computer…) when necessary.

Perform any other clerical duty that may be required.

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

Decide on information contained in the weekly and daily reports submitted to the supervisor.

Perform other related duties as required.