Eligible Applicants

This position is advertised open to Group 1, Group 2, if applicable, 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

The Representation in Cameroon carries out the registration of refugees and asylum seekers throughout the national territory. Refugee status is recognized "at first sight" for refugees in the border regions (Far North, North, Adamaoua and East) while in urban areas (Yaounde and Douala) it is at the end of a procedure individual determination conducted jointly with the Technical Secretariat of Refugee Status Determination Bodies (governmental structure) that refugee status may or may not be granted to an asylum seeker. This implies that in Yaounde and Douala, individual files are created for the management of aspects of protection, assistance and implementation of durable solutions for each household/individual.

The Assistant Archivist is a key member of the Registration Unit and is part of the staff of the Protection Section. This position is therefore created to ensure the creation and management of physical files. The nature of his duties requires discretion and confidentiality, in accordance with UNHCR standards and practices and particularly the policy on the protection of personal data of persons of concern to the Organization. The incumbent will have to ensure adequate management of these files and archives and ensure not only an efficient circulation of files between the different Units of the Protection Section but also their traceability. Furthermore, as the Representation aims to set up a library, the Assistant Archivist will also be responsible for managing it.

He/she will work independently on routine tasks and follow the instructions of the supervisor for more complex matters.

Under the supervision of the Recording and Data Management Associate and in close collaboration with UNHCR Protection staff in other functional units, the Assistant Archivist will

• Manage the ranking tracking system
• Ensure an orderly and systematic filing system is maintained in the filing room (active and closed files) for efficient and timely retrieval of files.
• Ensure that the file tracking system is properly used by all office staff and that the movement of files within the office and between users is properly recorded in the system.
• Maintain access and permissions to physical file filing systems.
• Manage file transfers.
• Maintain physical repositories in good condition and use space efficiently.
• Ensure that data that is primarily related to asylum seekers and refugees is properly filed in the physical individual file.
• Take the necessary measures to ensure the integrity and security of records in archival repositories.
• Receive, record and forward incoming and outgoing correspondence and manage the appropriate distribution of incoming correspondence to responsible officers.
• Receive and orient refugees and asylum seekers regarding their documentation, the refugee status determination process and the communication of RSD decisions.
• Receive calls from refugees and asylum seekers at the standard number set up at the section level.
• Ensure the day-to-day management of the library
• Ensure interaction with users, welcome readers, help them in their research and guide them in their choice of reading.
• Select titles that correspond to the information, training or leisure needs of readers who frequent the library.
• Classify, label and keep the books from their reception until they are placed on the shelves in order to find them easily.
• Prepare binding and labeling operations for loan.
• Contribute to the organization of exhibitions, meetings.
• Perform other relevant duties as required.

Monitoring &Progress Controls

Number of files created or restored

• Number of cases updated in case tracking module in ProGres v4
• monthly data usage and management report
• library management report
• etc

Graduate degree or equivalent.

Minimum of 2 years of experience in the field of Registration at UNHCR.

Key skills.

• Computer skills (MS Office applications).
• Fluency in French (or UN working language at duty station if not English) and local language.
• Desire to help refugees and asylum seekers.
• Experience working with refugees and asylum seekers.
• Knowledge of the Refugee Convention
• Experience interacting with vulnerable people, including gender sensitization
• Computer skills, including knowledge of databases
• Strong interpersonal skills and ability to work in a multicultural context.
• Know how to use bibliographic tools and inform readers.
• Know how to classify documents on the shelves

Filing Assistant

Organizational Setting and Work Relationships

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 from 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.

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 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

• 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 own 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, ie 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.

Minimum Qualifications

Field(s) of Education

Not applicable.

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

Not specified.

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Not specified.

Desirable

Completion of UNHCR learning programs or specific training relevant to functions of the position would be an asset.

Functional Skills

• IT-Computer Literacy

(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.