Individual Case Management Support

Hardship Level (not applicable for home-based)

H (no hardship)

Family

CONTR Local Entry and Mid-Level Support

2024-12-02

November 21, 2024

General Background of Project or Assignment, Operational Context:

RNB is an operation primarily focused on advocacy with limited operational activities. The Office maintains a small counselling and referral service for forcibly displaced and stateless people, accessible via telephone, mail and email in order to ensure accountability to affected populations. The Office receives IC requests pertaining to the 8 countries under RNB’s coverage (SWE, NOR, DEN, FIN, ICE, EST, LVA, LTU).

RNB does not undertake individual case processing in the traditional sense, does not register asylum-seekers, does not use or record data in proGres V4, and does not carry out refugee status determination. The national authorities in our countries of coverage are responsible for this.

RNB also maintains Help Pages with Information for Refugees, Asylum-seekers and Stateless People for the 8 countries.

a. Archive

RNB has a large number of IC files in storage dating back to the period 1985-2013, comprising different types of documents and correspondence. All files are consequently more than 10 years old. The types of documents are mostly inquiries from ICs including decisions from migration authorities, print-outs of RNB replies, and printouts of supporting documents such as articles and COI. In total, there are 65 binders, 13 boxes, and three filing cabinets containing IC-files.
As these files are no longer used and in view of the upcoming office move to new premises in the spring of 2025, RNB would like to dispose of the files that according to the UNHCR archiving policy can be destroyed, and archive/digitalise the files that need to be kept, for instance, due to their historical, scientific and public value. Detailed guidance on what documents should be kept and which ones can be disposed of will be developed and shared with the selected individual contractor.

It is estimated that it will take three weeks to complete the archiving task, with possible need for extension.

b. Help Pages

In 2023, RNB initiated the translation into multiple languages of the Help Pages of the 8 countries. The Help Pages have been translated in to 13 languages (Russian, Arabic, Ukrainian, Turkish, Somali, Spanish, Urdu, Tigrinya, Dari, French, Farsi, Pashto, Amharic), i.e. a total of 47 languages. The translations have been proofread and are ready for publishing.

To date, 13 languages have been finalised and 34 languages are left to be inserted into the Help Pages. As each translation takes ca four hours to insert, it is estimated that the remaining uploads will require 136 hours of work (4 hours x 34 languages). It may take longer time than four hours to complete certain languages, especially those like Arabic, Dari, Farsi, Urdu, Pashto, Tigrinya, and Amharic that have special characters and/or are written right-to-left. In addition, at least half a day of training will be required, including for the introductory course.

In total, it is estimated that it will take three weeks to complete the Help Pages task, with possible need for extension.

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 (timelines, value of the service rendered in relation to the cost, timeliness) and work plan:

• Assess each case file in RNB’s storage and determine whether the respective files should be disposed of or retained in line with UNHCR archiving policy and detailed guidance provided by RNB.
• Shred the files that have been assessed as disposable, safely and in line with confidentiality requirements.
• Archive/digitize the files which should be retained as per advice from UNHCR Records and Archives Section.
• Consult with Protection Associate at RNB if in doubt whether a file should be kept or destroyed.
• Insert each remaining translation (34 languages) onto the 8 Help Pages websites.

Minimum years of work experience:

(NOTE: candidates with less years of experience cannot be short-listed or recommended): 6 months

Language: Required: Excellent command of English.
Proficiency in one or more of the languages of the 8 countries covered by RNB.

Education: Studies in humanitarian affairs.

Mandatory experience: Familiarity with UNHCR. Working experience with the IC management system at RNB.

Standard Job Description

Required Languages

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Desired Languages

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Additional Qualifications

Skills

Education

Certifications

Other information

This position doesn’t require a functional clearance

Home-Based

No