Filing Clerk-UNOPS-LICA3 (4 Positions)

  • Contract
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Organization: UNHCR - United Nations High Commissioner for Refugees


This Job Opening is available to eligible UNHCR staff members and external applicants.
Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).
Filing Clerk

1. 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 project intends to cover all the physical files in the Qamishli Sub-Office. This project is planned to cover around 8,000 physical files within 6 months period. Each staff is supposed to finish 20 files per day which means 4 staff can finalize 80 files per day. In total, we will need for around 5 – 6 months to finalize the whole excise. The below are the main objectives for the exercise:

1. Individual file management in UNHCR Offices is carried out as per relevant Standard Operating Procedures (SOPs).
2. Ensure files movement between the Offices, Units, and Staff is carried out as per SOPs.
3. Ensure all file movement is recorded on file tracking system.
4. Ensure all newly created files are bar coded.
5. When needed ensure timely file movement between the Units, Archive and, if applicable, Warehouse.
6. Ensure file storage space is periodically checked and meet safety confidentiality and safety standards.
7. Ensure periodical file tracking checks take place.
8. Utilize office equipment and computer as required.
9. Access the relevant information and records which may be sensitive and confidential.
10. Priorities tasks in consultation with the supervisor.
11. Country security context: Protecting and securing UNHCR information / data compiled in the form of hard copies (the physical files) which is considered a vital element based on the given security situation within the country.
12. Access to refugee physical file in a secure manner: Improve accessibility of users and the system will allow staff from different units to work on the same case with the same access rights (according to their user rights in proGres) to all the information including the scanned physical file at the same time by using proGres database without even the need to get the hard copies. Also, access will be granted only to the authorized level which is not possible with the current system.
13. Monitoring: Monitoring the physical file in the Office.
14. Improve filing team support: Improve the daily work of the filling team.
15. Perform other related duties as required.

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2. Monitoring and Progress Controls:

The monitoring of the project will be done through meetings headed by the head of registration unit, and which will be held upon demand. Some staff from other units might receive invitation to attend the meeting based on the needs expressed. Moreover, the attendance of the head of registration unit, digitization coordinator and quality control manager to the meeting will be mandatory. The minutes of this meeting will be shared with senior management at the protection section. In addition, the below reports are available in the e-files system to monitor data:
1. List and summary statistical report on the e-files verified or not (quality control).
2. List and summary statistical report of e-files converted to PDF and the number of pages for each file.
3. List and summary statistical report of the e-files scanned per filing team members.
4. List and summary statistical report of files owned per user and also the delay in regard to the length of time that files were owned by the user: This report gives the heads of units, the approximate time that files are being under process and how refugees/asylum-seekers protection response is being provided within the unit. Also, file is assigned to one and only one user during the loan time.
5. List and summary statistical report of the e-files scanned into to the system.¿¿¿

3. Qualifications and Experience:

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

¿ For G3 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
¿ .

b. Work Experience
¿ Minimum of 1 year experience.
¿ Experience general office clerical experience in handling physical documents such as photocopying and scanning documents. (desirable)
¿ Experience in analyzing and interpreting environmental data is Preferred (desirable)
¿ Proficient in the operation and use of Microsoft Office products.¿ (desirable)
¿ Knowledge of English and Arabic is essential )Speaking / Reading / Writing).

c. Key Competencies

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

– Cross-Functional Competencies:
¿ Planning and organizing.
Competencies as defined in Job Profile.
Knowledge of Arabic & English.
¿ Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.¿

¿ Qualified female candidates are strongly encouraged to apply.

¿ No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for an oral panel interview. Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

¿ The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

¿ Non Syrian citizens must hold a valid residence permit as well as a valid work permit. If required, physical submission will be requested as part of the verification process. Applicants not holding these documents will not be considered.

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See below for this postion’s Operational Context

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Since the beginning of the conflict in Syria, the security situation throughout the country has significantly deteriorated. Majority of the Governorates are currently at security level 5 (high risk area) as per UNDSS¿ assessment. The current security situation in Qamishli asserts, that refugee¿s physical files, which are stored in the filing room in UNHCR Sub-Office in QM1, could be exposed to physical destruction, such as fire / explosion, attack, left unattended (in case of evacuation of UN staff and closure of the office). Assuming that refugee¿s physical files may be destroyed or abandoned at a certain stage, UNHCR Syria has recommended to implement an electronic document management system (EDMS) to secure physical files related to refugees and asylum-seekers registered in proGres database.  In addition to this assessment, the option of moving physical files out of Syria was also evaluated and was not considered, because of:

a) No files recovery is possible in case of physical damage during the transportation.
b) High cost related to transportation.

Therefore, Qamishli based physical files digitization project was identified as the best solution to efficiently secure physical files at low cost in UNHCR Syria. The project intends to cover all the physical files in the Qamishli Sub-Office. This project is planned to cover around 8,000 physical files within 6 months. Each staff is supposed to finish 20 files per day which means 4 staff can finalize 80 files per day. In total, we will need for around 5 – 6 months to finalize the whole excise. The below are the main objectives for the exercise:
The incumbent will be expected to:
1. Country security context: Protecting and securing UNHCR information /data compiled in form of hard copies (the physical files) which is considered a vital element based on the given security situation within the country.
2. Access to refugee physical file in a secure manner: Improve accessibility of users and the system will allow staff from different units to work on the same case with the same access rights (according to their user rights in proGres) to all the information including the scanned physical file at the same time by using proGres database without even the need to get the hard copies. Also, access will be granted only to the authorized level which is not possible with the current system.
3. Monitoring: Monitoring the physical file in the Office.
4. Improve filing team support: Improve the daily work of the filling team.
The closing date is 12 April 2022.

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