Associate Operational Data Management Officer -Melkadida, Ethiopia

Job Description

E (most hardship)

Non Family with Residential Location

Non Family with Residential Location

Addis Ababa, Eth Fed Dem Rep

PR2

Professional

Reason

Regular > Regular Assignment

No

2022-11-21-08:00

December 15, 2022

Associate Operational Data Management Officer Organizational Setting and Work Relationships The UNHCR Data Transformation Strategy 2020-2025 envisions that by 2025 UNHCR becomes a trusted leader on data and information related to refugees and other persons of concern, thereby enabling actions to protect and to empower persons of concern.

The Strategy stipulates investing in four complementary priority areas: data management and governance; information systems; capacities and skill development; and culture for evidence-informed decision-making. The strategy envisages data and information management functions in UNHCR carried out in a complementary and inter-linked manner between Headquarters Divisions and Services, Regional Bureaux, country operations and key external partners, including persons of concern. An important element is the establishment of Data, Identity Management and Analysis (DIMA) units in all Regional Bureaux and potentially corresponding units in country operation, led by a senior staff to ensure that UNHCR has a capacity to produce, in line with global standards, quality data, information products, conduct region-level analysis, guide registration and identity management, and advise on responsible and effective data use at country- and regional-levels.

Operational data includes the following: population and demographic statistics, case management information, assessment results, situational analysis, protection incidents, vulnerability and risks, and programme response plans, delivery and implementation. It will be both sectoral data and inter- and intra-sectoral data. Systems that manage operational data include registration systems, sectoral monitoring systems, protection and programme monitoring systems, biometrics and identity management systems, case management systems and other data management approaches such as profiling and household surveys that manage the types of data defined above.

The Associate Operational Data Management Officer (AODMO) supports the operational data systems and activities that fall under the responsibility of the respective country, regional or global entities.

S/He functions under the supervision of the DIMA Coordinator/Senior Information Management Officer /Senior Registration and Identity Management Officer /Operational Data Management Officer or as delegated.

The AODMO liaises closely with the relevant technical units at the country, region or headquarters level for technical guidance on data and application management. The AODMO is closely collaborating with the headquarters technical division responsible for information systems and technology to ensure that global standards relating to operational data systems, including systems that process personal data of the persons of concern, meet the UNHCR global standards, including data security.

The Associate Operational Data Management Officer supports data-related activities conducted in the core applications, whether conducted by UNHCR, partners or Governments.

The incumbent will provide high-quality, user-focused support services to UNHCR field operations and partners, in line with agreed standards and objectives. S/he also supports and implements provision of user access to systems and applications in accordance with data protection protocols.

The incumbent supports building reports, templates and forms out of the operational data systems, including refugee registration and case management systems. As delegated, the Associate Operational Data Management Officer coordinates closely with information management, registration and other functions in the Field, relevant sector leads, the Regional Bureaux and relevant Divisions in Headquarters to promote regional and global consistency in operational data management, including registration, population data and personal data. The incumbent may closely work with partners, including Government users of UNHCR applications.

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 UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties

– Manage the use, maintenance and technical support of core operational data applications, including systems that manage refugee registration and identity management, including overseeing the quality of data collection and ensuring consistency with standards and guidelines.

– Perform database administrator functions in relation to local field server machines that contain operational data, and refugee and other persons of concern data.

– Respond and manage user access permissions for UNHCR staff, local government and NGO partners to global applications in accordance with the policies and standards, including the Data Protection Policy and regional or local country data protection protocols.

– Assist in designing and developing standard reports, templates and forms, while ensuring consistency with global guidance and policies, and in consultation with relevant stakeholders, including business module owners.

– Identify, diagnose and escalate for the resolution of technical user errors, bugs and queries related to UNHCR core applications on persons of concern data and other operational data systems, in consultation with headquarters, external developers and support teams.

– Contribute to the capacity building and guidance of technical users and administrators.

– Monitor user management and conduct regular clean-up of user accounts and access permissions in accordance with relevant guidance and procedures of the applications and systems under his/her responsibility.

– Monitor device and user management within local client and field server solutions, including monitoring frequency of data synchronization to prevent and mitigate data loss.

– Analyse and respond to user requests and queries, including compilation and assessment of applications enhancements and change requests.

– Assist with data quality assessment, data clean-up and data mapping from legacy or external database systems to the applications, as required.

– Conduct data collection audits as required.

– Conduct field testing of new functionalities within respective applications, as required.

– Support the design and strengthening of operational reports and statistics, including provision of training and user guidance.

– Support discussions and definitions of business requirements for interoperability of local tools and applications within the core applications, in consultation with business owners and relevant governance structures.

– Keep apprised of evolving technology and new business needs to support operational data management systems, including registration, identity and population data management in the country operations;

– Provide business analysis for operational needs.

– Perform other related duties as required.

Minimum Qualifications Years of Experience /

Degree Level For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Computer Science Information Technology Economics Statistics Social Science 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. Technical expertise in registration, operational data management and individual case management. Knowledge of SQL or Microsoft Dynamics CRM. Knowledge of UNHCR data standards and procedures.

Desirable: Previous experience in registration or individual case management, including use of UNHCR proGres and/or BIMS software. Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

DM-Data Management IT-IT Refugee Systems & Applications

DM-Data collection methodologies

DM-Database Design & Development DM-Protection

Data Management Systems IT-Biometrics

IT-Business Analysis (BA)

DM-Data Collection and Analysis

TR-Training – Virtual and face to face (Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

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

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. 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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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The Associate Operational Data Management Officer (AODMO) reports to the Senior Protection Officer and supports operational data systems and activities that fall under the responsibility of Sub Office Melkadida. The incumbent leads the registration section of the Protection Unit at the Sub-Office coordinating all registration activities. Working under the direct supervision of the Senior Protection Officer, the incumbent works closely with the relevant technical units at the country, region, or headquarters level for technical guidance on data and application management to ensure that global standards relating to operational data systems, including systems that process personal data of the persons of concern, meet the UNHCR global standards and data security.

SO Melkadida hosts over 205,000 refugees in five refugee camps around Dollo Ado and Melkadida (Melkadida; Kobe; Bokolmanyo; Buramino; Helaweyn.  This populations figure was significantly revised following the completion of level 3 registration/verification exercise in 2019. In coordination with the Ethiopian Government counterpart, the Refuge and Returnee Services (RRS), UNHCR Melkadida is also responsible for supporting the Reception Centre at Dollo Ado Town, where refugees are received and registered in proGres/RApp by UNHCR registration staff prior to relocation to camps. The UNHCR Melkadida office is also responsible for the monthly distribution of the General Food Distribution (GFD) with the support of WFP and the government counterpart. Melkadida office has fully implemented Global Distribution Tool (GDT) with Stock Management for Food and Non-Food Items.

In addition to the overall management of registration and data activities, the incumbent supervises 09 staff at different levels from G4 to G6, including data and registration staff. S/he ensures that registration activities are implemented as per registration and protection SOPs, run regular data cleaning exercises and identify the gaps in data, stock and inventory management of the registration items while also monitoring the performance of the team.

The incumbent also coordinates within and outside UNHCR with actors such as WFP and government counterparts. S/he also acts focal point for Access Management Portal (AMT), regular data clean up, maintenance and management of all servers that are RApp, BIMS and GDT, preparation of monthly GFD plans and implement it with the support of UNHCR, WFP and Government.

Ethiopia is embarking on a multi-year strategy that will see all registration responsibilities transferred from UNHCR to RRS and as such, the incumbent is expected to lead the process. Through it, the registration section is expected to provide capacity building, including training and support to RRS on registration Ethiopia is also working on the multiyear registration strategy and the incumbent would also be the team member of the transition to handover the registration to government.

Key skills and competencies required for the position:

The Associate Operational Data Management Officer leads the Registration section of the operation supporting data and registration-related activities conducted in the core applications (proGres V4, RApp, BIMS, GDT, GDT Stock Management). The position incumbent therefore has to have the skills required for the tasks above.

The incumbent needs to to be capable of providing high-quality, user-focused support services to UNHCR field operations and partners, in line with agreed standards and objectives.

S/he also has to have skills that would support user access to systems and applications in accordance with data protection protocols and different SOPs of the country operation. The incumbent supports building reports, templates, and forms out of the operational data systems, including refugee registration and case management systems. The incumbent should be well versed with the proGres V4, RApp, BIMS, GDT, GDT Stock Management, databases, and Registration.

As the nature of the position is managerial, the incumbent should possess strong interpersonal and cross-cultural skills, S/he should be an effective communicator and expresses themselves clearly in both oral and written formats. S/he should be a competent resources manager with efficient and planning and coordination competencies.

S/he should also have worked in operations that require balancing between a strong local culture and registration principles while coordinating with other stakeholders to ensure the successful implementation of multi-year strategies.

A demonstrated capacity to lead teams with diverse backgrounds, and experience in collaborating with government counterparts both national and local would be an added advantage. The incumbent will be closely collaborating with the UNHCR Government counterpart and subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, and will follow instructions of the supervisor for more complex issues hence the need for a self-driven and motivate person.

Living and Working Conditions:

Accommodation will be provided by the Sub-Office Melkadida with a monthly rental charge of about $582. All staff living in the UNHCR provided accommodation must pay their accommodation in accordance with the UNHCR Policy of UNHCR Provided Accommodation in the Field issued under the IOM/FOM 020/021/2012 dated 28 Feb 2012 as well as the Administrative Instruction on the Measures in Support of Personnel in High-Risk Duty Station (Non-Family Duty Stations Where Danger Pay Applied), UNHCR/AI/2018/11 dated 15 August 2018.

Most accommodations are fully furnished, with a single room and living room with an open kitchen. They include their own duvet bed and bed sheet, private bathrooms, desk, AC, lamp and closet. WIFI is available across the compound and in most of the apartments a private residential WIFI. Transportation in and out of Melkadida is usually by UNHAS flights directly to Addis. Due to road insecurity, road travel to Addis is not advised as it takes two days. Only under unavoidable circumstances is it authorised.

Given the remote nature of the duty station, there are very few items that can be purchased in Melkadida, particularly food items and other personal items that staff may need. It is therefore advised that you bring such items with you. Food provision in the area is limited, with very few vegetables, it is advisable to carry your own food/ food supplements. Cleaning services take place from Monday to Friday.

A laundry room in the compound is available from 7:30 am until 6pm with a laundry attendant who cleans only UNHCR beddings. All staff are advised to do their own laundry or pay a cleaner for the service. There are 2 canteens available within the compound, Canteen A and Canteen B and all personnel are required to pay for their meals in advance. There are a variety of recreational facilities within the compound, these include a fitness centre (gym) games ground (volleyball and basketball) and a relaxation centre.

According to the UN Security Level System, which ranks security levels from 1 (minimum risk) to 6 (very high risk), Melkadida is classified as Moderate Level 3. UN Somali Region Minimum Operating Security Standards require a curfew for UN staff from 5pm (for vehicles) and 7pm (on foot), except in the case of emergency. Security Briefing is mandatory upon arrival. The weather condition is hot throughout the year.

Additional Qualifications

Skills

DM-Data Management, DM-Protection Data Management Systems, IM-Data Management industry best practices (methodologies, techniques and tools), PR-Operation of GBV and CP modules in proGres v4

BA: Economics (Required), BA: Information Technology (Required), BA: Statistics (Required)

Certifications

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Refugees

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2022 Part B – November 2022

This position requires Functional Clearance