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13 Dec 2020

Associate Operations Data Management 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 Operations Data Management Officer

Organizational Setting and Work Relationships
The Assistant Operations Data Management Officer contributes to the management of data collection and reporting activities in field operations. The incumbent liaises with relevant Officers in the regional hubs or sections in headquarters, as applicable, for technical guidance on data management. S/he may supervise some support staff.
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.

– Manage the use, maintenance and technical support to ProGres (registration database) including planning and oversight of data collection, input and verification; produce standard and ad hoc reports, and ensure ProGres-related data entry activities are reflected in SOPs for registration, resettlement, repatriation, protection, community services, and programme activities.
– Respond to report requests from UNHCR staff, local governments, partners, donors and Headquarters.
– Keep data up-to-date, secure and accurate.
– Facilitate and /or undertake additional data collection activities including planning and coordinating data collection methodologies and analyses with relevant staff.
– Serve as the focal point for compiling and calculating statistics for resettlement, population figures, and standards and indicators, as well as for annual, periodic and requested statistical reports.
– May be required to assist in training of staff as well as staff members of implementing partners in relevant aspects of data management and provide other support to end-users of database systems.
– Liaise with relevant staff on new reporting requirements and procedures as needed; conduct data collection audits in order to ensure that no unnecessary data collection occurs and to ensure that all necessary data is being captured; create and maintain databases and spreadsheets that meet operational requirements.
– May be required to coordinate with GIS colleagues to ensure that data collection is compatible with GIS as necessary and assist with GIS and mapping tasks as required.
– Archive and backup database systems; ensure security of databases; perform database administrator functions.
– Authorize updates and amendments of ProGres data and the ProGres SOP.
– Design operational reports, statistics, and other relevant data collection forms.
– 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
IT, Computer Science or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Operational Data Management Learning Programme
Operations Management Learning Programme
Protection Learning Programme
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Previous job experience relevant to the function or in data management, statistics, analysis and information technology.

Familiarity with ProGress and registration system.
Technical GIS knowledge.

Functional Skills
IT-Computer Literacy
DM-Data Management
PR-Civil Registry System
IT-Geographic Information Systems (GIS)
IT-IT Refugee Systems & Applications
IM-Statistics Analysis
(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.
See below for this postion’s Operational Context

Based in Juba, 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, surveillance system) in large complex operations,
-have a solid understanding of population profiling and specifically the development and maintenance of data collection tools and forms regarding interoperability requirements
-be fluent in information management tools, and in the absence of team leader, supervise the registration and operations data management team in Juba
-have excellent functional competencies, good managerial skills, coordinate and, where/when needed, supervise refugee registration activities, provide functional guidance/ support to the field
-be a proven team player with good negotiation skills to support the close collaboration between UNHCR, government, other protection/assistance providing UN agencies and actors
-maintain a close working relations and cooperation with the Commission for Refugee Affairs (CRA) in Juba, the main Government asylum authority
-ensure close coordination with other units/offices incl Regional Bureau or HQ for the management of operational data and information, trouble-shoot in and strengthen the use of the PRIMES (proGres V4)
-ensure cross border coordination with UNHCR offices on individual cases/assessments, registration and information sharing on PoCs
-be able to contribute in operations planning, drafting data/info management aspects of PPAs, and guiding units and partners on relevant aspects
-report directly to the Associate Operations Data Management Officer (P2), working closely with the registration and documentation of asylum-seekers, refugees, coordinates operational data management
-conduct training activities for CRA personnel or partners on registration and documentation
-travel to the field locations to provide technical support/guidance
Current Situation
With 10 offices UNHCR is serving over 305,000 refugees in 21 locations, 1.67 IDPs, 276,896 spontaneous refugee returns and those at risk of statelessness. 92% of refugees are from Sudan. 87% of IDPs are scattered in host communities and settlements while 13% reside in UNMISS Protection of Civilian sites. Due also to COVID-19 prevention measures, new refugee arrivals has reduced while South Sudanese refugees continue to returns spontaneoulsy. Inter-communal violence remains a pressing concern. UNHCRs persons of concern and host communities are heavily dependent on humanitarian aid due to protracted conflict and lack of social services.
Security Situation:
The current security situation in South Sudan as of October 2020, though generally stable, remains fragile and fluid in a complex and unpredictable political environment. It is characterized by general stability in most areas, small scale, low intensity and localized armed conflict, high levels of crime across the country, inter/intra communal conflict over a diverse range of issues including cattle raids, competition for resources and revenge attacks in several areas and sporadic incidents of civil unrest in refugee and IDP locations.

Since the signing of the Revitalized Agreement on the Resolution of the conflict in South Sudan in September 2018 and the formation of the Transitional Government of Unity in March 2020, the security situation has significantly improved in most areas but big challenges remain ahead to maintain the current peaceful environment. The security level in South Sudan is assessed as substantial (security level 4) in most areas.

Living Conditions
Juba is classified as an E, non-family duty station. R&R cycle for all duty stations in South Sudan is 6 weeks and all international staff resides at UNHCR provided accommodation. UN curfew is from 19:00 to 06:00. There are limited medical facilities in Juba. In all UNHCR compounds, regardless of the location, accommodations are equipped with all the necessary furniture. All rooms are provided with in-house services. In addition, most locations are equipped with a gym or some sports equipment. In Juba, all basic foods are available in the marketplace ranging from meat, dairy, fruits, and vegetables, in addition to a few restaurants located in town.

Closing Date


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