Job Title: Records and Reports Assistant
Grade: 4 (N)
Level: Associate Specialist
Division: Data Integrity
Location: Pretoria, South Africa
This position is primarily responsible for ensuring the integrity and accuracy of refugee case files in the File Library, including organization, receipt, filing and logging out case files from the File Library in accordance with RSC Africa and PRM standard operating procedures. This position is responsible for ensuring timely and accurate management of operational reports. This position is responsible for the oversight of RSC Africa and PRM Program Integrity Guidelines. This position works closely with the File Librarian, Program Integrity Specialist and Data Integrity Unit in Nairobi, Kenya.
This position reports directly to the Site Coordinator.
- Arranging, labeling, storing, moving/transferring of case file records.
- Preparing and sending case files to USCIS/Refugee Coordinator’s offices in the U.S. consulate in Johannesburg in accordance with standard operating procedures.
- Receiving case files from USCIS/Refugee Coordinator’s Offices in the U.S. consulate Johannesburg and IOM, updating the records in the file library database and transferring the case files to Programs management for review, updates or dissemination to any other staff that the case file may be addressed to.
- Ensuring that Program Integrity Guidelines are adhered to.
- Assists the Site Coordinator in preparing reports and trainings on program integrity.
- Opening the file library and the file cabinets in the file library in the morning and closing in the evening after close of business.
- Checking in and out case files from the file library by entering the records in the file library database and/or in the manual record books.
- Checking and confirming case file statuses in the WRAPS database and updating new case file location in the file library database in accordance with standard operating procedures.
- Filing all case files in the file library cabinets according to their alphabetical order.
- Pulling, arranging and organizing closed cases in USCIS boxes ready for transferring to USCIS Johannesburg for onward transfer to National Record Centre according to the standard operating procedures.
- Preparing and organizing case files in the file library according to their statuses as per the requirements of other operations units.
- Assisting other operations staff in tracking down the location of case files in the File Library database and other manual records.
- Retrieving case files or departure records from the Scan Server and printing scanned documents upon request by Programs Management.
- Serving as the contact person for all inquiries directed to the file library.
- Participating and/or supervising regular file audits to maintain order.
- Ensuring timely preparation of statistical reports and other operational reports.
- Works closely with IT and Data Integrity in Nairobi to ensure that reports are updated and that staff have access to reports.
- Prepares quality control reports to ensure data accuracy and identify training needs.
- Carries out annual inter-departmental process reviews and recommends improvements in quality control.
- Other duties that may be assigned by the supervisor to enhance the efficiency of the file library operations.
Bachelor’s Degree or four (4) years of paid work experience in lieu of a Bachelor’s degree is required.
Relevant work experience preferred.
· Demonstrated beginner level computer skills, especially Microsoft Word, Excel, Outlook, and Access.
· Knowledge of US refugee resettlement and working experience with the WRAPS database preferred.
The Records and Reports Assistant must have the ability to:
· work independently and contribute to overall File Library process as per the standard operating procedures;
· adhere to RSC, DIU Standard Operating Procedures;
· identify problems and come up with resolutions to improve operations;
· communicate effectively both verbally and in writing;
· follow instructions from the Supervisor with a positive and receptive attitude;
· deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public;
· conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
· maintain a high performance standard with attention to detail;
· carry out all of the duties of the position efficiently and effectively with minimal supervision;
· work independently and contribute to overall operations of RSC Africa;
· take initiative in the development and completion of projects;
· lead others and address issues as they arise;
· maintain strict confidentiality with RSC Africa administrative and operational information;
· manage a large and diverse workload under pressure with competing priorities;
· analyze and solve complex problems and make sound decisions;
· work well as a team in a multi-cultural environment while maintaining a high level of motivation;
· effectively manage RSC Africa’s resources;
· actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
Physical: This position requires squatting, climbing, sitting, handling objects (manual dexterity), reaching above shoulder level and using fine finger movements.
Environmental: Normal office working conditions.
· A clear MIE background check is required before the start of employment.
· Candidate selected must be legally eligible to work in South Africa.
Ensure effective exchanges of information with others. Examples of skills and behaviors include
speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.
Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.
Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.
Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.
Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.
Program Planning and Management
Organize work and/or plan projects and ensure timely completion and/or successful implementation. Examples of skills and behaviors include identifying and analyzing program options; identifying the tasks and deliverables required for successful completion; managing one’s time; monitoring the resources involved and ensuring that they are directed most effectively; and working with all involved to ensure successful completion.
Guide and direct oneself or other individuals and groups toward a desired outcome. Examples of skills and behaviors include taking the appropriate level of initiative to resolve problems or remove obstacles, bringing individuals together around a common goal; evaluating information and making decisions; navigating conflict and obstacles; and ensuring that communication takes place between all parties involved.
Resource Building and Stewardship
Balance the acquisition or investment of organization resources with responsible use of those resources in line with the organization’s mission. Examples of skills and behaviors include taking advantage of all opportunities to cultivate potential donors; evaluating situations to identify the best use of resources; and making responsible investments of resources that increase organization effectiveness.