UN Programme Filing Assistant Job Opportunities – United Nations High Commissioner for Refugees (UNHCR)

Job Title:      Programme Filing Assistant
Organisation: United Nations High Commissioner for Refugees
Position No.: UNOPS-LICA-Programme Asst
Vacancy Notice: 016/2018
Reports to: Administrative Assistant
Duty Station: Kampala, Uganda
Post Grade: LICA Level, 4
About UNHCR:
The Office of the United Nations High Commissioner for Refugees was
established on December 14, 1950 by the United Nations General Assembly.
UNHCR’s mandate under the Statute of the Office of the United Nations High
Commissioner for Refugees is to lead and co-ordinate action for international
protection to refugees; seek permanent solutions for the problems of refugees
and safeguard refugee rights and well-being. UNHCR has an additional mandate
concerning issues of statelessness, as it is given a designated role under
Article 11 of the 1961 Convention on the Reduction of Statelessness.
Job Summary: The Programme Filing Assistant 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
Key Duties and
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
Make sure that general maintenance and smooth
running of the filing room, i.e. physical arrangement, cleanliness and
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
Perform advisory role to the programme unit in
the field to implement similar systematic filing systems.
Perform any other related duty, as requested.
Key Performance Indicators:
Incoming/outgoing files are tracked in the
system and kept in the filing room when not in use by staff, in line with SOPs.
Filing rooms and lockers (active and closed) are
managed in line with standards.
Correspondence/documents are filed in the
physical file and data entered in the database.
Confidentiality is observed.

Qualifications, Skills and Experience:
The ideal candidate for the United Nations UNHCR
Programme Filing Assistant job vacancy should hold a Diploma or Bachelor’s degree
in Library, Information Management, Administration, Social Science or related
At least three years of previous job experience
relevant to the function
Good computer skills (in MS office);
Advanced skills in Microsoft Excel;
Skills in drafting concise reports.
Fluency in English
Completion of the UNHCR Learning programmes or
specific training relevant to functions of the position.
Analytical Thinking
Innovation and Creativity
Technological Awareness
Planning and Organizing
Prior exposure to UNHCR refugee operations and
functions relating to office administration and programme activities is an
added advantage.
How to Apply:
All interested Ugandan nationals who wish to join the United Nations
High Commissioner for Refugees (UNHCR) in the aforementioned capacity are
encouraged to click on the link below and follow the application instructions
after reviewing the job details.
Deadline: 20th March 2018
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