Filing Assistant

Job Posting Organization:
The job posting organization is UNHCR (United Nations High Commissioner for Refugees), which was established in 195

• Its mission is to safeguard the rights and well-being of refugees, to ensure that everyone can exercise the right to seek asylum and find safe refuge in another state. UNHCR works in over 130 countries, providing critical assistance to millions of people forced to flee their homes due to conflict, persecution, and violence. The organization is committed to ensuring that refugees can access essential services, including shelter, food, education, and healthcare, while also advocating for their rights and protection under law" style="border-bottom: 1px dotted #007bff !important;">international law. UNHCR employs thousands of staff members worldwide, including both international and national personnel, who work tirelessly to fulfill its mission and support displaced populations.

Job Overview:
The Filing Assistant position is a crucial role within the UNHCR, primarily focused on managing and organizing documentation related to asylum seekers, refugees, and persons of concern. The individual in this role will be supervised by a more senior staff member within the same unit or in the Protection or Operations Data Management Sections. The Filing Assistant will be responsible for maintaining an orderly filing system, ensuring that all documents are accurately filed and easily retrievable. This position requires a keen attention to detail and the ability to work independently on routine tasks while seeking guidance for more complex issues. The Filing Assistant will also be expected to interact with colleagues within the duty station and respond to queries from other UNHCR offices, thereby playing a vital role in the overall data management and documentation processes of the organization.

Duties and Responsibilities:
The duties and responsibilities of the Filing Assistant include tracking incoming and outgoing files, maintaining an organized filing system, ensuring proper data entry into the database, and managing correspondence. The Filing Assistant will file documents in both physical and electronic formats, ensuring that all information related to asylum seekers and refugees is accurately recorded. Additionally, the role involves drafting routine correspondence, responding to queries, and assisting with the maintenance of the filing room. The Filing Assistant may also support the protection and refugee status determination unit by managing interview schedules and communicating with applicants. Other responsibilities include providing clerical support, making recommendations for improving the filing system, and identifying and managing risks related to the filing processes. The Filing Assistant is expected to perform other related duties as required, contributing to the overall efficiency and effectiveness of the office.

Required Qualifications:
The position requires a minimum of one year of relevant experience for candidates with a High School Diploma, or a Bachelor’s degree or equivalent higher education. Essential qualifications include proficiency in IT and computer literacy, as these skills are critical for managing electronic filing systems and databases. While specific certificates or licenses are not specified, completion of UNHCR learning programs or relevant training would be considered an asset. Candidates should demonstrate a commitment to the values and principles of UNHCR, including professionalism, integrity, and respect for diversity.

Educational Background:
Candidates must possess at least a High School Diploma or equivalent qualification. A Bachelor’s degree or higher is preferred but not mandatory. The educational background should ideally include training or coursework relevant to data management, documentation, or administrative support, although specific fields of education are not stipulated for this position.

Experience:
The Filing Assistant role requires at least one year of relevant experience in a similar administrative or clerical position. While specific prior experience with UNHCR's registration and documentation processes is not mandatory, it is desirable. Candidates who have completed UNHCR learning programs or have specific training related to the functions of this position will have an advantage in the selection process.

Languages:
For this position, knowledge of English is mandatory, along with proficiency in the UN working language of the duty station, which is Arabic in this case. Familiarity with local languages is also beneficial but not required. The ability to communicate effectively in both English and Arabic will be essential for interacting with colleagues and managing documentation.

Additional Notes:
This position is classified under the UNOPS LICA4 category and is not home-based. The target start date for this role is July 13, 2025, and the deadline for applications is June 30, 202

• The position is full-time and involves working in a challenging environment, as indicated by the hardship level E classification. UNHCR encourages qualified female applicants to apply and emphasizes a commitment to creating a safe and respectful workplace. Shortlisted candidates may be required to undergo a written test and/or oral interview as part of the selection process. Importantly, UNHCR does not charge any fees at any stage of the recruitment process.