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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 (UNHCR)
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 offices

Key Duties and Responsibilities:   
         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.
         Make sure that 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.
         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 field;
         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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