Role Title: File Library Assistant – Church World Service (CWS)

February 7, 2023

Reports To: File Library Supervisor

Division: CWS Africa

Department: Compliance

Job Location: Nairobi, Kenya

Grade Level: Grade 3, Assistant, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is primarily responsible for data entry of refugee case files in the File Library including receipt, filing and logging out case files from the File Library to ensure accuracy and integrity of the records in accordance with RSC Africa and PRM standard operating procedures. This position will act as the backup when the File Library Supervisor is on leave.

Essential Duties:

Arranging, labeling, storing, moving/transferring of records and/or supervising the same.
Preparing and sending case files to USCIS/FOD’s Office in the U.S. embassy Nairobi in accordance with standard operating procedures.
Receiving case files from USCIS/FOD’s Offices in the U.S. embassy Nairobi and IOM, updating the records in the file library database and transferring the case files to Adjudications and USCIS Admin Units’ Supervisors for review, updates or dissemination to any other staff that the case file may be addressed to.
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 Management System, and/or in the manual record books.
Receiving newly created case files from Programs staff, associating them with RFIDs and updating the Library Management System.
Checking and confirming case file statuses in the START 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 Denied/Closed Post CIS cases in USCIS boxes ready for transferring to USCIS Nairobi for onward transfer to National Record Centre according to the standard operating procedures.
Pulling Closed Pre CIS cases, updating START statuses and Library Management System and then shredding/destroying them
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 Supervisors and Field Team Leaders.
Complying and ensuring compliance with Library SOPs and the USRAP Integrity and Compliance Guide.
Serving as the contact person for all inquiries directed to the file library while the File Library Supervisor is on leave.
Participating in conducting regular file audits.
Assisting File Library Supervisor in preparation of statistical reports.
Other duties that may be assigned by the supervisor to enhance the efficiency of the file library operations.
This position also undertakes other duties assigned by CWS RSC Africa Management.

Qualifications:

Experience:

Three (3) years of paid work experience is required

Skills:

Demonstrated beginner level computer skills, especially Microsoft Word, Excel, Outlook, and Access

Education & Certifications:

High school diploma or equivalent is required.

Abilities:

Manage large and diverse workload under pressure with competing priorities.
Maintain the integrity of official records;
Analyze and solve complex problems and make sound decisions;
Work with minimal supervision
Maintain a high performance standard with attention to detail;
Work independently and contribute to overall operations of RSC Africa;
Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Important Requirements:

Strong English communication skills, both written and oral.
Ability to work in a multi-cultural environment required.
Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

COVID Vaccination is required for all successful candidates
This position is based in Nairobi, Kenya
This position requires use of laptops at all time, competence in Microsoft office packages is required.
Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
Full Time
All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic
Any other special requirements