Position Title: Library Officer
Reports To: Processing Support Supervisor
Division: Church World Service Africa
Department: Compliance
Job Location: Kasulu, Tanzania
Grade Level: Grade 5, Officer, 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 based on race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or in the provision of services.
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.
- 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 in Tanzania in accordance with standard operating procedures.
- Receiving case files from USCIS/FOD’s Offices in the U.S. embassy, 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 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 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 WRAPS 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 Program Integrity Guidelines and adherence to the Guidelines for the Treatment of Refugee records.
- Serving as the contact person for all inquiries directed to the library.
- Participating and/or supervising regular file audits to maintain order.
- Ensuring timely preparation of statistical reports.
- Other duties that may be assigned by the supervisor to enhance the efficiency of the library operations.
- Supporting the Case Processing department related tasks as needed.
Experience:
- Four (4) years of paid work experience is required.
- Supervisory experience is preferred.
Skills:
- Demonstrated beginner level computer skills, especially Microsoft Word, Excel, Outlook, and Access
Education & Certifications:
- Bachelor’s degree, or four (4) year’s work experience in lieu of a bachelor’s degree 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 strongly recommended for all successful candidates.
- The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
- This position is based in Kasulu, Tanzania
- This position always requires use of laptops, competence in Microsoft office packages is required.
- This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program.
- A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
- 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.
