Deadline for Applications March 10, 2026 Hardship Level (not applicable for home-based) E (most hardship) Family Type (not applicable for home-based) Non Family with Residential Location Staff Member / Affiliate Type UNOPS LICA4 Target Start Date 2026-04-01 Terms of Reference 1. 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 UNHCRs 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 incumbents 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 UNHCRs 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…