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Filing Assistant

Job Details

Job Title: Filing Assistant LICA 4

Job ID: 30444
Location: Tripoli, Libya
Salary Grade: /

Hardship Level: E

Family Location Type: Non-Family
Eligible Applicants
This position is advertised open to internal and external applicants.
Procedures and Eligibility
Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

Duties and Qualifications
Filing Assistant

The Filing Assistant is normally supervised by a more senior staff within the same Unit or in Protection or Operations Data Management Sections. 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.
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2. Purpose and Scope of Assignment
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

The Filing Assistant is expected to deliver the following tasks:
– Track incoming/outgoing files in the system and keep in the filing room when not in use by staff, in line with SOPs.
– File correspondence/documents in the physical file and enter data in the database.
– 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.
– Make recommendations relating to the organization of the filing system.
– Perform other related duties as required.

3. Monitoring and Progress Controls

The Filing Assistant is expected to deliver the following outputs:
– Track and organize physical files of persons of concern on daily basis.
– 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 safety and security of physical files and persons of concerns documents and ensure that only authorized staff have access to the filing room.

4. Qualifications and Experience

a. Education (Level and area of required and/or preferred education)

University Degree or higher studies in either social sciences, humanitarian and development related field.

b. Work Experience

Required experience: At least 2 years¿ experience in the humanitarian sector with national or international organization. Experience with UN agencies or International NGOs is preferred.

c. Key Competencies

Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Cross-Functional Competencies:
Analytical Thinking
Technological Awareness
Planning and Organizing
Closing Date
Closing date : 21 October2021

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