Receptionist

Details

Mission and objectives

The Filling Assistant is a Protection/Registration Team member supporting registration and protection activities at the Community Support Centre (CSC) in Baghdad and in the field during the registration team field missions. The incumbent may be required to liaise with different offices and units within the operation to ensure the effective delivery of services and the achievement of objectives. The filling assistant is tasked with organizing physical files, scanning all physical documents related to cases processed by the registration team, ensuring all documents are archived physically and electronically in an organized, readable manner in line with the filling SOP.
Moreover, the position of Filing Assistant will be involved in several other key registration-related activities, including but not limited to scheduling refugees through conducting phone calls, registering new asylum-seekers and refugees and renewing documentation for refugees and asylum-seekers.

Context

She/He assists in the reception of the asylum-seekers and refugees at the center with attention to the age, gender, and diversity (AGD) approach and identifying vulnerability cases that may require fast tracking throughout the counselling process.
She/he expected to remain up-to-date with latest guidance and Standard Operating Procedures (SOP) for CSC and implement the procedures accordingly.
The incumbent may be required to liaise with different offices and units within the operation to ensure the effective delivery of services and the achievement of objectives.
The receptionist is tasked with managing daily income to the CSC, preparing documents for interviews, creating physical and digital copied of all documents, organizing the workflow for maximum processing by the interviewers, identify vulnerable individuals eligible for fast track process and generating a daily report on the reception work.
Incumbent, depending on the needs and on the request of the supervisor, may need to support with other functions including filling activities, scheduling refugees, conducting registration interviews etc.

Task description

– Coordinate with the registration team leader to ensure timely access to daily scheduled manifest.
– Identify and process admission of those visiting the center in an organized manner respecting age, gender and diversity sensitivity.
– Identify vulnerable individuals and coordinate with the team leader to fast track them throughout the process in line with the existing reception SOP
– Ensure the integrity of the admission process by implementing first-in, first-served with the exception of the fast track cases approved by the team leader and in line with the SOP.
– Collect copies of documents from refugees and asylum-seekers before their interview.
– Scan all documents collected from refugees and asylum seekers and upload it in the relevant platform in line with the filling SOP.
– Counsel asylum seekers and refugees on the registration process and what to expect during the registration process
– Ensure only those who have appointments are admitted to the registration site
– Prepare daily reception report for the registration team leader
– Support with other Registration activities when it’s required.
– Perform any other support tasks as required.