Registry and Recordkeeping Assistant

March 10, 2026

Hardship Level (not applicable for home-based)

E (most hardship)

Non Family with Residential LocationUNOPS LICA4

2026-04-011. General Background
The Kakuma Sub-Office operates in a complex environment, hosting over 300,000 refugees and asylum seekers in the Kakuma camps and Kalobeyei settlement. While the Department of Refugee Services (DRS) is responsible for registration activities and the UNHCR Data Management team oversees the PRIMES tools, The registry is managed by the UNHCR registration and record keeping Assistant.
The Registry and Recordkeeping Assistant will provide clerical assistance to the immediate supervisor to ensure proper recording of all incoming and outgoing Physical files containing registration, Refugee status determination as well as durable solution information of refugees and asylum seekers registered under Kakuma Business Unit. S/he will receive regular guidance and instructions from his/her supervisor and will have to follow Records and Archives guidelines and standards. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain tasks requires discretion and confidentiality as per UNHCR standards and practices.
   
2. Purpose and Scope of Assignment
(Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable)
Under the Supervision of the Associate Registration and Identity Management Officer, The Registry and Record keeping Assistant will provide clerical assistance to the immediate supervisor to ensure proper recording of all incoming and outgoing Physical files containing registration, Refugee status determination as well as durable solution information of refugees and asylum seekers registered under Kakuma Business Unit. S/he will receive regular guidance and instructions from his/her supervisor and will have to follow Records and Archives guidelines and standards. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain tasks requires discretion and confidentiality as per UNHCR standards and practices.

3. Monitoring and Progress Controls
(Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring)
• Assist in the implementation of registration strategies and methodologies for populations of concern
• Conduct registration interviews when required in accordance with registration standards and guidance
• Provide counselling to, and responds to queries from, asylum seekers and refugees regarding UNHCR’s registration procedures and their rights and entitlements
• Using BFTS (Bar code File tracking System), Keep record and track movement of physical files requested DRS and different Protection Units.
• Collaborate with protection staff and/or partners in the delivery of assistance and programming, including provision of identity and provision of identity and entitlement documentation
• Draft correspondence and reports relating to registration activities in the operation, when required
• Management of Interpreters: assign Interpreters for different languages during different protection exercises as requested by different units
• Perform other related duties as required
4. Qualifications and Experience
(List the required education, work experience, expertise and competencies of the individual contractor. The listed education and experience should correspond with the level at which the contract is offered.)

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

Social Science, Information Technology, Computer Science, Library,

Certificates and/or Licenses

Electronic Data Processing, Information Technology

Relevant Job Experience

Essential
Not specified.

Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.


Functional Skills

IT-Computer Literacy
DM-Data Management
DM-Data collection methodologies
DM-Database Management
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.




1. Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Managerial Competencies
Not specified.

Cross-Functional Competencies
Analytical Thinking
Technological Awareness
Planning and Organizing

 

Standard Job Description

Registry and Recordkeeping Assistant

Organizational Setting and Work Relationships

The Registry and Recordkeeping Assistant will provide clerical assistance to the immediate supervisor to ensure proper recording of all incoming and outgoing correspondence as well as maintenance of central files and records within the office. S/he will receive regular guidance and instructions from his/her supervisor and will have to follow Records and Archives guidelines and standards and contact them when support is needed. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain tasks requires discretion and confidentiality as per UNHCR standards and practices. The incumbent¿s workload and the assignments will remain under constant scrutiny and direction of the supervisor.

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
- Organized, store, dispose, preserve, protect and access office records according to UNCHR Records and Archives procedures and guidelines in the established recordkeeping systems and facilities.
- Receive, record and forward incoming correspondence and manage its proper distribution to the responsible officers.
- Liaise with external contacts following up on official documentation with Government, Embassies and Consulates to ensure proper delivery of documents and timely action.
- Ensure dispatch of outgoing mail to respective destinations through courier services or other means of dispatch.
- Ensure that an orderly and systematic filing system is maintained for efficient and timely retrieval of files.
- Ensure the general maintenance and smooth running of the records center, i.e. physical arrangement, cleanliness and security.
- Apply records schedules to records and take care of the disposition procedure to destroy or preserve records.
- Receive, register and dispatch correspondence.
- Monitor, maintain and arrange the records center.
- Search for, access and view materials in the recordkeeping systems and the records center.

- 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
Training in Archives and/or Records Management. Experience using Electronic Document Management Systems.

Functional Skills
RC-Records management functional systems administration
(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.

Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

RC-Records management functional systems administration

Education

Certifications

HCR Learning Program - UNHCR

Other information

This position doesn't require a functional clearance

Remote

No