Registration Clerk
UNRWA - United Nations Agency
مجموع سنوات الخبرة :11 years, 2 أشهر
Highlights:
• Designated to rationalize processes for record-keeping and information processing of a large number of registered refugees in Lebanon.
• Maintained updates of policy modifications, monitored adherence to eligibility norms before finalizing registrations and submitted progress reports to seniors for evaluation.
Key Responsibilities:
Operational Support
• Provided policy interpretations to stakeholders as required to facilitate completion of assignments across the region; assisted in implementing policy decisions as directed by the top management.
• Prepared and submitted documents in line with UNRWA’s guidelines, completed documentation to meet statutory compliance in case of refugees and assisted in the completion of repatriation processes.
• Updated information of recipients of aid and affected population; generated statistical data to assist the organization in formulating relief policy.
• Collated details of sponsors of refugee aid programs and updated information in the internal system, developed brochures for distribution detailing various assignments undertaken by the UNRWA.
• Responsible for the accuracy and maintaining integrity of information, reviewed data carefully to detect errors and inconsistencies and ensured hassle-free data analysis and interpretations; suggested measures to address deviations, if any.
Administration & Technical Support
• In-charge of developing and implementing a data back-up schedule on specific servers and digital storage media to protect against data loss / data corruption; researched and sought approval to deploy cloud-based solutions to ensure data security.
• Oversaw the filing and documentation system and maintained the inventory records and listings, employee and staff service records, and official correspondence between various departments and divisions.
• Flagged important communication and forwarded crucial information to appropriate departments and senior personnel to facilitate speedy response and action.
• Transcribed official documents as directed by superiors and handled translation and scripting assignments.
• Supervised the upkeep and maintenance of office equipment, coordinated computer hardware troubleshooting, uploaded and upgraded required software and anti-virus tools.
• Ensured all data and information was kept confidential and that only authorized personnel had access to it.
Key Responsibilities:
Communication & Documentation
• Managed office communication, directed mails to relevant departments, assisted in the sorting and forwarding of emails and maintained records of all incoming and outgoing communication.
• Responsible for typing all official correspondence as directed using MS Word, employed MS office for data entry and maintenance and retrieval of data.
• Documents prepared included memos, circulars, advertisements, books, and brochures for the center; managed official correspondence in English and Arabic for the Principal of the Institute.
• Categorized and forwarded all in-coming emails to the appropriate personnel in the organization, notified supervisors and managers regarding important messages that needed their urgent attention.
• Provided data support regarding any specific issues by accessing the relevant documents and information, forwarded files and documents to the relevant personnel in the organization.
• Made photocopies of documents as authorized and provided these to personnel, maintained an efficient filing system with all files catalogued and categorized properly, and ensured document confidentiality.
Operations
• Coordinated with different departments and units to compile information and maintain a comprehensive repository, sorted and stored all information received from various sources efficiently.
• Controlled and supervised the inventory of office supplies (stationery, instruments, printer cartridges, general utility items), liaised with suppliers and placed orders as per plan.
• Participated in preparing procurement forecasts by ascertaining periodic office supplies needed by various departments, communicated procurement forecast information to the budget team for inclusion in the annual budget.
• Made comprehensive presentations using tools like LED projectors and audio-visual systems; assisted staff in preparing presentations.
Education Department - Administration Support
• Arranged and participated in parent-teacher meetings; made parents/guardians aware of the performance and progress of their wards and recorded minutes of meetings for reference.
• Archived student progress reports, assignments and project reports, submitted class performance to senior supervisors and responded to queries on personality development, attendance and subject-wise learning capabilities.
• Assisted in the preparation of the academic calendar, exam time-table, finalized seating arrangement and administered exams according to the instructions of the organization.
• Helped the Registrar in maintaining student’s records, entering examination marks in the organization’s system, preparing and distributing mark-sheets.
• Imparted training to students in operations and maintenance of various equipment, emphasized on correct procedures for handling equipment and safety practices to prevent injuries to students or damage to equipment.
• Supported the instructors in preparing exam papers and grade sheets of the students.
• Interacted with students at the library, guided them to find the right books, magazines and articles; created database and entered details of books issued and library material returned by students.
• Ensured that students followed policies, procedures and norms of the organization; made new students aware of the regulations.
• Participated in staff meetings, provided suggestions for improvement in processes and procedures; implemented decisions taken during staff meetings.
• Ensured students were provided with study materials and appropriate instruments that included textbooks, workbooks, worksheets, writing instruments etc.
• Installed, maintained and oversaw troubleshooting of computers in classrooms and laboratories, implemented hardware and software (Microsoft Windows XP/Vista/7) and trained students on various applications.
Key Responsibilities:
Administration
• Rendered administrative and clerical support to the staff and managers of the company, handled multiple tasks as needed and enabled a smooth operational flow.
• Made arrangements for company conferences and events, booked conference facilities and hotel rooms for the participants, ensured all facilities and services were in place before commencement of the event.
• Organized official company meetings, sent meeting invites to participants well in advance along with the points to be discussed, took down minutes of meetings and emailed these to participants after the conclusion of the meeting.
• Monitored stock of office stationery, coordinated with suppliers for maintaining adequate stock levels, and checked all material on receipt.
• Ensured all office equipment like telephones, faxes, printers, photocopiers ran satisfactorily; liaised with suppliers for maintenance and repairs, signed annual maintenance contracts and replaced obsolete equipment with new ones.
• Reviewed invoices submitted by suppliers and service providers, ensured accuracy and correctness of all information and recommended release of payment.
• Coordinated with other departments for gathering and collating operational information; resolved queries raised by external agencies.
• Responsible for accepting postal and courier packages, sorting packages and forwarding them to the correct recipient in the company; also sent postal packages to external parties.
• Developed and monitored the travel calendar of managers and employees, booked hotel rooms and travel tickets as per their schedules.
Documentation & Translation Support
• Prepared official documents and correspondence by using MS Office package extensively; developed presentations, created spreadsheets for voluminous data, and maintained records in company databases.
• Provided translation support (English to Arabic, and Arabic to English); this included translation of official documentation like letters and memos, and translation of articles and documents.
• Facilitated clear communication between visitors/clients of the company, and company personnel by translating their conversation accurately and succinctly.
• Managed filing and documentation, stored files securely, photocopied and printed documents as per requests and submitted these to managers.
Key Responsibilities:
• Served as a translator of Arabic to English and English to Arabic; translated documents, correspondence and memos, as well as conversations to facilitate clear communication.
• Responsible for data entry using computers, updating database so that most recent information is reflected, and follow standard procedures as directed.
• Ensured complete security and confidentiality of the data being entered, reviewed the data for accuracy, and corrected any errors that were found.
• Provided support to supervisor in filing and maintenance of data, data backup, and data analysis if required.
Key Responsibilities:
• Gained experience on accounting procedures and practices, compliance to regulations and statutory reporting.
• Assisted the senior accountant in general ledger entries, and preparing trial balance, P&L statement and balance sheet.
• Underwent training on use of accounting programs and tools, coordinated with customers on behalf of the Senior Accountant and handled data entry.