Hardship Level (not applicable for home-based)E (most hardship)
Family Type (not applicable for home-based)
Non Family
Staff Member / Affiliate TypeUNOPS LICA3
Target Start Date2023-08-01
Job Posting End DateJuly 10, 2023
Terms of ReferenceUNHCR 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 17,000 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 โDigitization 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 โ 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
8.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
9. 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
Annex 1
individual contract), performance indicators (timelines, 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 Officer.
Duties and Responsibilities:
๏ท Scan the documents contained in the physical files.
๏ท Integrate the scanned documents and the required metadata in the hosting system.
๏ท Ensure files are accessible and information is kept classified.
๏ท Ensure no materials are lost, and files are stored appropriately.
๏ท Ensure proper use of the digitization equipment.
๏ท Prepare daily and weekly reports on the digitization progress.
๏ท 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 informationThis position doesn't require a functional clearance