Filing Coordinator

Job Posting Organization:
The job posting organization is UNHCR, the 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, and to return home voluntarily. UNHCR operates in over 130 countries and has a workforce of more than 18,000 employees dedicated to helping those in need. The organization focuses on providing protection, assistance, and solutions for refugees and displaced persons, working closely with governments, NGOs, and other partners to achieve its goals.

Job Overview:
The Filing Coordinator position is designed for a highly organized and detail-oriented professional who possesses strong leadership and coordination skills. The ideal candidate will have prior experience supervising small teams and working cross-functionally with various units. This role requires proficiency in electronic filing systems and record-keeping, as well as the ability to monitor file movement, ensure timely document updates, and maintain an orderly filing structure. The candidate must demonstrate strong communication skills and the capacity to effectively liaise with management, contributing to the ongoing modernization of file management and digitization processes. The Filing Coordinator will play a crucial role in ensuring that the organization's filing systems are compliant with UNHCR standards and tailored to meet the specific needs of different units and offices.

Duties and Responsibilities:
The duties and responsibilities of the Filing Coordinator include proactively guiding and assisting units, offices, and working groups in implementing filing structures that comply with UNHCR standards. The coordinator will be responsible for implementing UNHCR Records and Archives procedures and guidelines, monitoring both digital and physical records centers, and maintaining access and permissions for electronic filing systems. Additionally, the coordinator will support and train users, arrange digital and physical spaces, and monitor compliance with recordkeeping procedures, taking necessary actions to correct errors. The role also involves producing accurate inventories of physical records transferred to Archives, applying records schedules to both electronic and physical records, and managing transfers of records from UNHCR units and offices. The Filing Coordinator will ensure the integrity and security" style="border-bottom: 1px dotted #007bff !important;">security of files in repositories, provide information to users and researchers in accordance with UNHCR access policy, prepare files for researchers, and monitor the research room. Furthermore, the coordinator will digitize records and archives for preservation and dissemination, facilitate digital access to physical records, coordinate with archival and logistics service providers, and manage access and permissions in UNHCR recordkeeping systems. The role requires the ability to capture significant records for maintenance in recordkeeping systems and archival repositories, support the identification and management of risks, and perform other related duties as required.

Required Qualifications:
The minimum qualifications for the Filing Coordinator position include 2 years of relevant experience with a High School Diploma, or 1 year of relevant work experience with a Bachelor’s degree or equivalent or higher. Essential qualifications include experience using digital recordkeeping systems, while desirable qualifications include training in Archives and/or Records Management. The candidate must possess functional skills in records management functional systems administration, which are essential for the role.

Educational Background:
The educational background required for the Filing Coordinator position does not specify a particular field of education, but it is essential to have a High School Diploma or a Bachelor’s degree or equivalent higher education. Training or certifications in Archives and Records Management are considered beneficial and may enhance the candidate's qualifications for the role.

Experience:
The level of experience needed for the Filing Coordinator position is at least 2 years of relevant experience with a High School Diploma or 1 year of relevant work experience with a Bachelor’s degree or higher. Candidates should have practical experience in using digital recordkeeping systems, which is essential for the effective performance of the role.

Languages:
For this position, knowledge of English is mandatory, and familiarity with the UN working language of the duty station (if not English) is also required. For General Service jobs, knowledge of English and/or the UN working language of the duty station is necessary. Local language proficiency may also be beneficial, depending on the specific requirements of the role.

Additional Notes:
This position does not require a functional clearance and is not remote. The job is classified under the UNOPS LICA5 category, indicating a level of responsibility and complexity in the role. The target start date for this position is July 31, 2025, and the deadline for applications is August 9, 202

• The position is full-time and may involve working closely with various units within the UNHCR to ensure compliance with filing standards and effective management of records.