Hardship Level (not applicable for home-based): E (most hardship)

Family Type (not applicable for home-based): Non Family

Staff Member / Affiliate Type: CONTR Local Entry and Mid-Level Support

Target Start Date: 2024-07-01

Job Posting End Date: June 26, 2024

Terms of Reference

UNHCR Aden conducts registration of non-Somali refugees and asylum seekers at the Reception Center in Aden. A physical file is created for every case registered, and all the relevant documents are placed in the file. The files are then systematically stored in the filing room within the UNHCR office premises. Over time, files in the filing have increased to the current approximately 16,102 files, and with the ongoing registration, more files are added to the filing room on a daily basis.
After the registration, the physical files are continually accessed by different staff for reference and to update the files with new documents as they conduct different processes with the refugees and asylum seekers. A file tracking system is in place to track movement of files from the filing room and from one user to another.
All the contents in a physical file are sensitive and confidential personal data whose protection is paramount. Having this data only in physical files poses risks of loss in a situation like Yemen.
The digitalization project aims to achieve a shared virtual space that contains scanned copies of all physical files of UNHCR-registered refugees and asylum seekers. Copies of the physical files will be scanned and uploaded into the electronic documents management system accessible by authorized users. The project provides the following benefits.

1. Safeguards against data loss or damage to the physical files, either from environmental hazards, security incidences, poor file management, etc. The digitized files provide a backup stored securely both onsite and offsite.
2. Ensures easy access and retrieval of files –Digitization will allow for sharing of the same digital files among offices and between staff without the necessity to move the files physically. This addresses file transfer needs for refugees and asylum seekers who move between Aden and Sanaa.
3. Saves storage space – Currently the office in Aden lacks adequate office space, and the filing room is almost full, with no room for expansion. File digitalization presents an opportunity for paperless filing subject to approval from HQ.

Occupational Safety and Health Considerations

To view occupational safety and health considerations for specific duty stations, please visit this link: https://wwwnc.cdc.gov/travel
Specific Occupational Safety and Health Considerations to this assignment (if applicable):
COVID-19 Vaccine and observe the health measures connected to work in the office, as recommended by the Medical Section

Overall Purpose and Scope of Assignment:

Concise and detailed description of activities, including measurable outputs and delivery dates, impact indicators (what qualitative and quantitative results would be achieved upon completion of individual contract), performance indicators (time lines, value of the service rendered in relation to the cost, timeliness) and work plan:

Reporting lines:

The UNHCR Digitization Clerks will be with the Registration & Identity Management Unit in Aden Sub-Office. He / She will be reporting directly to the Registration Associate with and overall reviewing line under the Associate Registration & Identity Management Assistant.

Duties and Responsibilities:

• Scan the documents contained in the physical files.
• Integrate the scanned documents and the required metadata in the hosting system.
• Ensure files are accessible and information is kept classified.
• Ensure no materials are lost, and files are stored appropriately.
• Ensure proper use of the digitization equipment.
• Prepare daily and weekly reports on the digitization progress.
• Any other task as directed by the supervisor and /or UNHCR focal point

Standard Job Description

Required Languages

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Desired Languages

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Additional Qualifications

• Skills
• Education
• Certifications
• Work Experience

Other information

This position doesn't require a functional clearance

Home-Based

No