Hardship Level (not applicable for home-based)

B

Family

UNOPS LICA4

2024-11-11

October 31, 2024

OPERATIONAL CONTEXT
Since 1999, UNHCR Field Office Mae Sot has accumulated approximately 6,000 active physical protection files, and 18,000 closed physical protection files plus many loose files organized thematically in various collections in the filing rooms.
From 1 September 2024 FO Mae Sot completed the transition to digital filing (with paper records retained only when necessary, in line with guidance). There is now a need to implement a digitization project in which existing physical Individual Case files will be reviewed, inventoried, transferred, digitized, and destroyed. The first phase of the project to review and inventorize paper files will commence on 11 November and end on 10 December.
The Registry and Recordkeeping Assistant will work under the supervision of the Registration Associate to review paper files in the UNHCR filing rooms. S/he will deal with exceptions in the paper files such as flash drives, CDs/DVDs and original identify documents, securely destroy documents that don’t need to be retained in line with UNHCR guidance, and organize files into inventorized boxes that are ready to transfer to the records management company.
The Registry and Recordkeeping Assistant will need to have experience dealing with refugee registration and documentation. S/he should have a good understanding of data protection. Knowledge of UNHCR filing systems and practices is desirable. S/he will need to be able to familiarize her/himself quickly with UNHRC recordkeeping guidance and be able to work independently and with integrity.

Standard Job Description

Registry and Recordkeeping Assistant

Organizational Setting and Work Relationships

The Registry and Recordkeeping Assistant will provide clerical assistance to the immediate supervisor to ensure proper recording of all incoming and outgoing correspondence as well as maintenance of central files and records within the office. S/he will receive regular guidance and instructions from his/her supervisor and will have to follow Records and Archives guidelines and standards and contact them when support is needed. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain tasks requires discretion and confidentiality as per UNHCR standards and practices. The incumbent¿s workload and the assignments will remain under constant scrutiny and direction of the supervisor.

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.

Duties
– Organized, store, dispose, preserve, protect and access office records according to UNCHR Records and Archives procedures and guidelines in the established recordkeeping systems and facilities.
– Receive, record and forward incoming correspondence and manage its proper distribution to the responsible officers.
– Liaise with external contacts following up on official documentation with Government, Embassies and Consulates to ensure proper delivery of documents and timely action.
– Ensure dispatch of outgoing mail to respective destinations through courier services or other means of dispatch.
– Ensure that an orderly and systematic filing system is maintained for efficient and timely retrieval of files.
– Ensure the general maintenance and smooth running of the records center, i.e. physical arrangement, cleanliness and security.
– Apply records schedules to records and take care of the disposition procedure to destroy or preserve records.
– Receive, register and dispatch correspondence.
– Monitor, maintain and arrange the records center.
– Search for, access and view materials in the recordkeeping systems and the records center.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G4 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Not specified.

Relevant Job Experience
Essential
Not specified.

Desirable
Training in Archives and/or Records Management. Experience using Electronic Document Management Systems.

Functional Skills
RC-Records management functional systems administration
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Required Languages

Thai

,

,

Desired Languages

,

,

Additional Qualifications

Skills

RC-Records management functional systems administration

Education

Certifications

HCR Learning Program – UNHCR

Other information

This position doesn’t require a functional clearance

Home-Based

No