File Library Assistant at Church World Service

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)