Filing Assistant

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, ensuring that everyone has the right to seek asylum and find safe refuge in another country. UNHCR operates in over 130 countries, employing more than 18,000 staff members dedicated to protecting and assisting refugees and displaced persons. The organization works tirelessly to provide life-saving assistance, advocate for the rights of refugees, and find durable solutions to their plight.

Job Overview:
The Filing Assistant position is crucial within the UNHCR framework, focusing on the organization and management of documentation related to refugees and asylum seekers. The role involves maintaining filing systems, ensuring the confidentiality and integrity of sensitive information, and supporting various operational units as needed. The Filing Assistant will work under the supervision of senior staff, handling routine tasks independently while seeking guidance for more complex issues. This position requires a strong understanding of the operational context of refugees in Jordan, as well as a commitment to data protection standards. The candidate will be expected to utilize IT tools for digitization and document management, contributing to the efficient handling of large volumes of documentation.

Duties and Responsibilities:
The duties of the Filing Assistant include tracking incoming and outgoing files, maintaining an orderly filing system, ensuring proper use of the file tracking system, and entering data related to asylum seekers and refugees into the database. The assistant will also manage incoming correspondence, draft routine communications, and assist with scheduling interviews for applicants. Additional responsibilities include maintaining the filing room's organization and cleanliness, providing clerical support, and making recommendations for improving the filing system. The Filing Assistant will also be expected to identify and manage risks, ensuring that decision-making is informed by the functional area of work.

Required Qualifications:
Candidates must possess a minimum of one year of experience in organizing and maintaining filing systems, preferably in environments that handle large volumes of documentation. A strong background in IT tools relevant to digitization and document management is essential, including familiarity with scanning software and secure digital storage platforms. Knowledge of data protection standards and the ability to handle confidential information is critical. Flexibility to adapt to changing workloads and priorities is also required, along with a strong commitment to maintaining the confidentiality and integrity of sensitive information.

Educational Background:
The minimum educational requirement for this position is a High School Diploma, although a Bachelor’s degree or equivalent higher education is preferred. Candidates with relevant training or completion of UNHCR learning programs will be considered favorably. The educational background should ideally include knowledge of IT and computer literacy, as these skills are essential for the role.

Experience:
The position requires at least one year of relevant experience in a similar role. Candidates should have a demonstrated ability to manage filing systems and handle documentation efficiently. Experience in a UN or humanitarian context is desirable but not mandatory. The role may also involve a written test as part of the selection process to assess candidates' competencies.

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 Jordan. Familiarity with local languages is considered an asset, enhancing communication with the refugee population and local stakeholders.

Additional Notes:
This position is classified under the UNOPS LICA4 category and is not remote. The target start date for the role is April 1, 202

• Candidates with Jordanian nationality are strongly encouraged to apply. The role is full-time, and all UNHCR staff members are expected to contribute to a safe and respectful working environment, free from harassment and discrimination. The position does not require a functional clearance, and candidates may undergo a written test as part of the recruitment process.