Filing Assistant

November 26, 2025

B

FamilyFamily

GS4

General Service

Reason

Regular > Regular Assignment

2026-01-01

Filing Assistant

Organizational Setting and Work Relationships
The Filing Assistant is normally supervised by a more senior staff within the same Unit or in Protection or Operations Data Management Sections.

Subject to the nature of the task/assignment, he/she will work independently on routine tasks, and will request and follow instructions of the supervisor for more complex issues. Contacts are mainly with the colleagues in the same duty station. External contacts are limited to answering queries from other UNHCR offices and seeking information on individual case from other UNHCR offices.

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
- 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.

Minimum Qualifications

Years of Experience / Degree Level
For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Not specified.

Relevant Job Experience
Essential
Not specified.

Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position would be an asset.

Functional Skills
*IT-Computer Literacy
(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.

• Knowledge and understanding of the operational context of refugees in Jordan and the broader refugee response environment. The candidate should demonstrate a strong awareness of the sensitivity of refugee information and a firm commitment to maintaining its confidentiality, integrity, and secure handling at all times.
• A minimum of two years of experience in organizing, maintaining, or supporting filing systems, preferably in environments handling large volumes of documentation.
• 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.
• Demonstrated ability to manage, supervise, and guide a team, ensuring tasks are completed efficiently, workflows are well-organized, and staff adhere to established procedures and quality standards.
• Experience working with confidential information and adherence to data protection standards.
• Proven ability to apply organizational and time-management skills to ensure accurate digitization, classification, and secure storage of sensitive documents.
- Candidates might sit to a written test

,

,

,

,

Operational context

Occupational Safety and Health Considerations:

The Security Level for Amman and the rest of the country is assessed at Level 1 (MINIMAL), except the northeast Jordanian Syrian border area, where it is assessed at Level 3 (MODERATE). Road traffic accidents remain a pertinent risk to staff. Vehicle travel is difficult at certain times due to adverse weather conditions, low visibility and/or heavy traffic.

Nature of Position:

UNHCR has expanded its protection capacity to other governorates including Mafraq. The Mafraq Sub-Office serve refugees in Mafraq-urban, and Zaatari Refugee Camp, and the host communities in Mafraq governorate. The office oversees around 110,000 refugees registered in the area covered by the Sub Office including urban and camp refugees.  Registered Syrian refugees in urban settings have relatively good access to basic public services (including health, education, shelter, supply of water and electricity).

The Filing Assistant will be responsible for managing the filing room and ensuring the accurate digitization, organization, and secure storage of all physical and electronic records. As the filing room is now located in Zaatari Camp, the Filing Assistant will work under the supervision of the Assistant Registration and Identity Management Officer in Zaatari, with technical guidance from the Refugee Status Determination Unit. The role includes maintaining an orderly and systematic filing system for both active and closed files, ensuring proper file sequencing, and overseeing the daily movement of files in line with established SOPs. The Filing Assistant will ensure that documents are accurately filed, scanned, named, categorized, and uploaded to the designated E-filing structure. maintain the security, and general functioning of the filing room, assist with basic administrative tasks such as managing pouches and stationery, and monitor digitization progress and reporting. The role includes ensuring data integrity and confidentiality and providing recommendations to improve filing procedures and workflow efficiency. The Filing Assistant will support the protection and RSD units when required.

Living and Working Conditions:

 Mafraq: Mafraq Governorate in Jordan is located 80 km to the north from the capital Amman with total population 550,000 and 110,000 of them are refugees. Mafraq is categorized as (B) duty station.

Accommodation average rent at Mafraq Governorate is between 450- 500 USD for unfurnished apartment and between 700-850 USD for furnished apartment depending on the size of the property itself and number of bedrooms.

Mafraq has cold semi-arid climate. Summers are long, hot, dry, and clear while the winters are cold, windy, and partly cloudy over the course of the year.

International schools are not available in Mafraq, most of the available schools are governmental with few privet Arabic schools.

Advanced medical services are available in Mafraq, providing needed medium medical treatments to the population. However, critical medical situation treatment is referred to Amman. UNHCR has signed a frame agreement with Sara Specialty Hospital in Mafraq to treat UNHCR patients and their dependents when the need be.

Additional Qualifications

Skills

IT-Computer Literacy

Certifications

HCR Learning Program - UNHCR

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Candidates might sit to a written test

This position doesn't require a functional clearance