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Reception clerk, LICA3, UNOPS Assignment

Erbil | Baghdad

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Erbil | Baghdad
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

This Job Opening is available to eligible UNHCR staff members and external applicants. Receptionis

Organizational Setting and Work Relationships
The Receptionist will assist in organizing and coordinating the reception area of UNHCR Office. The incumbent has no supervisory role and will always function under the direct supervision of a (Senior) Associate or an Officer who is required to monitor the performance of the incumbent and provide regular guidance.

The incumbent will have internal contacts within UNHCR with staff members and focal points from different units and with external parties for exchange of information and reception of visitors.

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 accountability 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
- Visitors and persons of concern have a full and fair access to UNHCR staff and services while approaching the reception for different purposes and their privacy is respected. 
- Receive, screen and assist visitors/clients and escorts them to responsible officer concerned. Adopt tactful attitude to inform and convince interlocutors to accept unforeseen situations, such as waiting longer than expected, meet with a different officer than expected or accepting the cancellation of an appointment.
- Answer to incoming calls and transfer calls to concerned officer and/or take messages or provide general information, understanding the importance and the confidentiality of the issues treated.
- Receive and transmit verbal and written messages to appropriate officer/office/Unit/Department.
- Record the incoming and outgoing mail and manage internal courier distribution, as appropriate. Register/keep records of visitors/clients, as requested.
- Utilise office equipment (telephone, fax, radio, computer¿) when necessary.
- Perform any other clerical duty that may be required.
- Identify which individuals or groups to be prioritized at the reception based on vulnerability and other criteria specified by the supervisor.
- Decide on information contained in the weekly and daily reports submitted to the supervisor.
- Perform other related duties as required.

Minimum Qualifications
Years of Experience / Degree Level
For G3 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

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
Good knowledge of proGres (HCR database for registration of refugees, returnees and displaced persons).

Functional Skills
IT-Computer Literacy
IT-IT Refugee Systems & Applications
(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.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. Key Competencies

Essential
- Analytical Thinking
- Technological Awareness.
- Planning and organizing.

Desirable
- Basic Computer skills (desirable). Knowledge of English is essential.
Knowledge of Kurdish and Arabic are considered an asset. Important Notes:

- Please update all academic and professional experiences before submitting applications (guidance notes are attached for ease reference).
- Only shortlisted candidates will be contacted.
- Shortlisted candidates will be required to attend an oral Interview only.
- Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
- The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
- Applications are encouraged from all qualified candidates without distinction on grounds of race, color, sex, national origin, age, religion, disability, sexual orientation and gender identity.
- Should you face any technical problems, please reach out to HR team by ( Iraq HR - IraqHR@unhcr.org) within the widow period of the vacancy notice. Please note that offline application or application by email will not be accepted.
- Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
========================================================================================================
See below for this postion's Operational Context
======================================================================================================== 1. General background, organizational setting, work relationships and operational context

The requested UNOPS position will be participating in the Registration activities for all approximately 140,000 Asylum seekers and Refugees in Erbil.

The Reception Clerk will be a member of the Registration Team and will assist with ushering the Refugees and Asylum Seekers into the Registration centers in an orderly and respectful manner. The incumbent is normally supervised by the Associate Registration Officer. S/he receives regular guidance and instructions from the supervisor on procedural aspects of the work. As per specific instructions, the incumbent may be required to liaise with different offices and Units within the Operation to ensure effective delivery of services and achievement of objectives. 

2. Purpose and Scope of Assignment

- Verify all adult in the family/household through Identity documents.
- Verify fingerprint data with Iris Guard if required.
- Check the validity of the appointment and orients the individuals accordingly.
- Get photocopy of the documents.
- Summary verification of the basic bio-data;
- Access the relevant information and records which may be sensitive and confidential.
- Prioritize families in consultation with the supervisor
- Perform any other tasks required by the supervisor.
- Draft correspondence and reports relating to the daily processed cases, when required
- Provide statistics and draft reports related to the daily scheduled, processed and no show cases as requested.

3. Qualifications and Experience

Education
Required: - Completion of the Secondary Education

Work Experience
-Completion of Secondary Education.
-Minimum 3 years of previous relevant work experience.

Key Competencies
Essential
- Analytical Thinking
- Technological Awareness.
- Planning and organizing.
Desirable
- Basic Computer skills (desirable).

Language Requirements
Essential: Fluency in English
Desirable: Arabic and Kurdish.

Eligibility:
- Candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country. Closing Date: August 18, 2022
This vacancy is now closed.
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