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13 Dec 2020

Assistant Registration Officer

Job Description

Eligible Applicants

This position is advertised open to internal and external applicants.

Procedures and Eligibility

Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

Applicants must be nationals of, and be locally recruited within the country of their employment.

Duties and Qualifications

Assistant Registration and Identity Management Officer

Organizational Setting and Work Relationships
The Assistant Registration and Identity Management Officer assists in the management and oversight of UNHCR’s registration procedures as well as related activities in the Operation. The Assistant Registration and Identity Management Officer is normally supervised by the Registration Officer. The Assistant Registration and Identity Management Officer assists with the implementation of an operation-specific registration strategy, to ensure that registration is effectively used for the identification of specific protection needs, for the management of operations, and for the achievement of durable solutions.
The Assistant Registration and Identity Management Officer provides day-to-day support to UNHCR staff engaged in registration and related activities (including Reception, Filing and Data Management staff), and monitors the efficiency and quality of registration processes, identity and entitlement documentation activities and population data management.
The Assistant Registration and Identity Management Officer collaborates closely with Protection, Programme, Operational Data Management and Information Management colleagues as well as with Government authorities and partners on the provision of quality population data for the delivery of targeted protection or assistance interventions and programming and planning.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRs core values of professionalism, integrity and respect for diversity.

Duties
– Assist in the implementation of appropriate registration strategies and methodologies for populations of concern in compliance with the protection strategy of the operation and ensuring that registration standards are met.
– Assist in the drafting and implementation of operation-specific SOPs for all aspects of registration in accordance with applicable standards and policies, including provisions for the protection of individual data and prevention and identification of fraud.
– Assist in the implementation of appropriate procedures and systems for the assurance of quality registration data through continuous registration and verification exercises, including in the securing and distribution of identity and entitlement documents.
– Assist in conducting regular data quality checks to monitor the accuracy of data collected.
– Assist in the development of mass information campaigns to ensure that persons of concern have accurate information on registration procedures.
– Liaise with Government authorities and partners as necessary for delivery of assistance and other registration-related activities.
– In coordination with the operational data management staff, assist in the timely consolidation and drafting of statistics and registration data reports on persons of concern.
– Contribute to training and internal capacity building of UNHCR staff in registration, including on-the-job coaching and guidance.
– Enforce compliance by UNHCR staff engaged in registration and related activities with UNHCR standards and policies and operation specific SOPs for all aspects of the registration operation.
– In consultation with the supervisor, make decisions relating to the day-to-day operations of the registration unit and ensure registration procedures are efficient and effective.
– Draft and submit reports and statistics related to registration.
– Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P1/NOA – 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education
Information Technology, Social Sciences, International Relations, Law
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Not specified

Relevant Job Experience
Essential
Excellent computer skills particularly in data management.

Desirable
Prior experience in registration or individual case management, including use of UNHCR proGres software, in refugee and internal displacement situations.
Strong understanding of the principles of and concepts of international protection and UNHCR.
Training in registration, operational data management or information management desirable.

Functional Skills
IT-Computer Literacy
DM-Data Management
IT-IT Refugee Systems & Applications
PR-International protection concepts and principles
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
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See below for this postion’s Operational Context
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NATURE OF THE POSITION:

The Assistant Registration Officer NOA reports to the Protection Officer in UNHCR Sub-Office Bunj and is the focal point for the unit and liaises directly with the Protection Officer on policy issues and activity planning. The unit is responsible for ensuring that there is robust registration system in place for the operation of the Sub-office. Roll out of progress Database version 4 as well as GDT which is in utilization in the operation.
He/ She will lead the management and oversight of UNHCRs registration procedures as well as related activities and responsible for managing the registration team comprised of four national staffs. The incumbent should have an excellent work experience and competence in UNHCRs registration, data and information management policies, procedures and standards (highly proficient in PRIMES, proGrs-V4, BIMS, GDT, reporting systems) in large complex operations. Also, should have a supervisory level and solid understanding of population profiling and specifically the development and maintenance of data collection tools and forms regarding interoperability requirements. He/She is going to assist in the management and oversight of UNHCR’s registration procedures as well as related activities in the operation. The Assistant Registration Officer assists with the implementation of an operation-specific registration strategy, to ensure that registration is effectively used for the identification of specific protection needs, for the management of operations, and for the achievement of durable solutions.

DESIRABLE COMPETENCIES:

Must be fluent in information management tools or individual case management, including use of UNHCR proGres, in refugee.
Strong understanding of the principles of and concepts of international protection and UNHCR.
Ability to supervise a team of national registration and data management personnel and provision of functional guidance/ support to the field teams.
Be a proven team player with good negotiation skills to support close collaboration between UNHCR, government, other protection/assistance providing UN agencies and actors.
Maintains a close working relations and cooperation with the Commission for Refugee Affairs (CRA) in Bunj, the main government asylum authority.
Ensures close coordination with other units/offices including Regional Bureau or HQ for the management of operational data and information, troubleshoot in and strengthen the use of the PRIMES (proGres V4).
Assist in the development of mass information campaigns to ensure that persons of concern have accurate information on registration procedures.
Capacity to contribute to training and internal capacity building of UNHCR staff in registration, including on-the-job coaching and guidance.

CURRENT SITUATION AND LIVING CONDITIONS
The conflict that broke out in Sudans South Blue Nile and South Kordofan States in 2011 led to widespread displacement of civilians to Upper Nile and Unity States in South Sudan. The Commission for Refugee Affairs (CRA) is UNHCRs government Counterpart in charge of refugees management in Maban camps, while Relief and Rehabilitation Commission (RRC) is responsible for returnees. A steadily increasing trend of spontaneous returns to Maban from Sudan and Ethiopia has prevailed in 2020.
UNHCR Sub Office Bunj (SOB) operation provides protection and assistance to refugees as well as strategic support to the host community in Maban. The SOB also monitors and assists returnees from countries hosting South Sudanese refugees in the region.
In all UNHCR compounds, regardless of the location, accommodations are equipped with all the necessary basic items including furniture. All rooms are provided with in-house services. In addition, the office in Maban is equipped with a gym. In Maban, basic foods are scarce or seasonal in the market, as result some food commodities are either shipped from Juba by flights or transported from Renk. There are also UNHCR supported cafeteria where meals are prepared, and staff have meals available in the cafeteria since there are limited restaurant facilities. There are limited medical facilities in Maban

POSITION SCOPE
– Workforce to Supervise: 1-5.
– Type of Persons of Concern:
Refugees Returned Refugees Asylum Seekers.

Closing Date

24/12/2020

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