Overview
The Filing Assistant is responsible for organizing, maintaining, and supporting filing systems, ensuring efficient and timely retrieval of documents. The role involves tracking files, entering data into databases, and managing correspondence.
Tasks Summary
- - 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 proper 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, i.e. 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.
- 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.
Experience Requirements
A minimum of one years of experience in organizing, maintaining, or supporting filing systems, preferably in environments handling large volumes of documentation. Knowledge and understanding of the operational context of refugees in Jordan and the broader refugee response environment. Strong background in using IT tools relevant to digitization and document management, including scanning software, secure digital storage platforms, and basic database systems. Familiarity with Excel, Word, and other data management tools is considered a strong advantage. Knowledge of working with confidential information and adherence to data protection standards. Flexibility to support different operational units as required and to adapt to changing workloads, priorities, and procedures.
Qualification Requirements
For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
