Library Officer – South Africa National Hire

Position Title: Library Officer

Reports To: Compliance Supervisor

Division: Immigration & Refugee Program+ (IRP+)

Department: Compliance

Job Location: Pretoria, South Africa

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 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.

Essential Duties:

1. Arranging, labeling, storing, moving/transferring of records and/or supervising the same.
2. Preparing and sending case files to USCIS/FOD’s Office in the U.S. embassy in Pretoria in accordance with standard operating procedures.
3. Receiving case files from USCIS/FOD’s Offices in the U.S. embassy in Pretoria 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.
4. Opening the file library and the file cabinets in the file library in the morning and closing in the evening after close of business.
5. 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.
6. Receiving newly created case files from Programs staff, associating them with RFIDs and updating the Library Management System.
7. 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.
8. Filing all case files in the file library cabinets according to their alphabetical order.
9. 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.
10. Pulling Closed Pre CIS cases, updating WRAPS statuses and Library Management System and then shredding/destroying them
11. Preparing and organizing case files in the file library according to their statuses as per the requirements of other operations units.
12. Assisting other operations staff in tracking down the location of case files in the File Library database and other manual records.
13. Retrieving case files or departure records from the Scan Server and printing scanned documents upon request by Supervisors and Field Team Leaders.
14. Complying and ensuring compliance with Library SOPs and the Program Integrity Guidelines and adherence to the Guidelines for the Treatment of Refugee records.
15. Serving as the contact person for all inquiries directed to the library.
16. Participating and/or supervising regular file audits to maintain order.
17. Ensuring timely preparation of statistical reports.
18. Other duties that may be assigned by the supervisor to enhance the efficiency of the Library operations.

Qualifications:

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;
    – Analyse 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