Senior Registration Assistant -Fugnido, Ethiopia

Job Description

 Organizational Setting and Work Relationships

The Senior Registration Assistant is a member of the Registration team. The incumbent is responsible for supporting all activities related to registration, which may also include functions related to reception, filing and data management.

S/he provides counselling to, and responds to queries from, asylum seekers and refugees regarding UNHCR’s registration procedures and their rights and entitlements.

S/he liaises closely with protection staff and partners to ensure timely identification and referral of persons of concern (POC) for protection follow up. The Senior Registration Assistant may assist in compiling and analysing information related to registration activities in the Operation.

The incumbent may provide interpretation and/or translation services in cases for which s/he has the required language competencies.

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

– Assist in the implementation of registration strategies and methodologies for POC.

– Conduct registration interviews when required in accordance with registration standards and guidance.

– Provide counselling to, and responds to queries from, asylum seekers and refugees regarding UNHCR’s registration procedures and their rights and entitlements.

– Maintain accurate and up-to date records and data related to all individual registration cases.

– Identify persons with specific needs and ensure timely referral to protection follow-up as required.

– Collaborate with protection staff and/or partners in the delivery of assistance and programming, including provision of identity and entitlement documentation.

– Draft correspondence and reports relating to registration activities in the Operation, when required

– Provide statistics and draft reports related to registration data, as requested.

– Act as interpreter and translator when needed.

– Refer cases to other units within the office and to implementing partners as necessary.

– 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

• G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.

Field(s) of Education

• Not applicable

Certificates and/or Licenses

• Social Science
• Statistics
• Mathematics
• Information Technology (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

• Good computer skills, particularly in data management.

Desirable

• Training in basic principles of international protection.
• Experience in working with UNHCR proGres software.

Functional Skills

• *DM-Data Management
• PG-Programme Management (programme cycles and reporting standards)
• DM-Data Collection and Analysis
• RG-Registration
• SoPs Design/Implementation
• TR-Training – Virtual and face to face
• IT-IT Refugee Systems & Applications
• *IT-Computer Literacy (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.

• English

Operational context

Occupational Safety and Health Considerations:

To view occupational health and safety considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

The Senior Registration Assistant is a member of the Registration team reporting to Assistant Protection Officer. The Incumbent will be based in Field Office Pinyudo to support delivery of protection and assistance to over 60,000 South Sudanese refugees settled in refugee camps in Pinyudo I &II. Under the overall direction of the Protection Unit, and in close collaboration with Government and other stakeholders, the Senior Registration Assistant works directly with communities of concern to support all activities related to registration, which may also include functions related to reception, filing, data management, continuous registration and supporting food/non-food distribution using Global Distribution Tool (GDT).

The incumbent assists in the implementation of registration strategies and methodologies for POC; conduct registration interviews when required in accordance with registration standards and guidance; and provides counselling to, and responds to queries from, asylum seekers and refugees regarding UNHCR’s registration procedures and their rights and entitlements.

S/he collaborates with protection staff and/or partners in the delivery of assistance and programming, including provision of identity and entitlement documentation.

S/he maintains accurate and up-to date records and data related to all individual registration cases; and provides statistics and drafts reports related to registration data, as requested.

S/he liaises closely with protection staff and partners to ensure timely identification and referral of persons of concern (POC) for protection follow up. The Senior Registration Assistant may assist in compiling and analysing information related to registration activities in the operation.

The incumbent may provide interpretation and/or translation services in cases for which s/he has the required language competencies.

Living and Working Conditions:

Pinyudo is a non-family duty station located in Gambella Regional State, western Ethiopia. Limited services including markets, banking and health services are available.  A UN clinic is situated in the WFP compound, while the Pinyudo Hospital in town offers limited medical services to the surrounding communities.  The Incumbent can live in the UNHCR Pinyudo Compound (Guest house), (Subject to availability ) but is also free to rent accommodation within Pinyudo town. However, UNDSS cleared accommodation in town are not sufficient.

The current security level of Gambella operation is 3. Some groceries and food items can be found in the local markets. There are no commercial flights that can facilitate movement, only a road transport between Gambella and Pinyudo (110 km) is available. Staff can travel from/to Pinyudo-Gambella via UN/NGOs vehicles or take commercial buses to access services unavailable at the duty station. However, there are daily commercial flights between Addis Ababa and Gambella.

The diversity of topography in Ethiopia has resulted in a wide variety of climate in the country. The climate in Pinyudo is classified as tropical. The hottest season of the region is in March/April and temperatures may rise up to 45 °C, followed by a long rainy season. Road network within the region is often affected by the heavy rainfall during the rainy season. The average annual temperature in Gambella/Pinyudo is 27.6 °C. The average annual rainfall is 1148 mm. Remoteness, isolation and lack of entertainment in social life are the factors to be also considered prior to applying.

Additional Qualifications

Skills

• DM-Data Collection and Analysis, DM-Data Management, IT-Computer Literacy, IT-IT Refugee Systems & Applications, PG-Programme Management (programme cycles and reporting standards), RG-Registration SoPs Design/Implementation, TR-Training – Virtual and face to face

Certifications

• Information Technology – Other, Mathematics – Other, Social Sciences – Other, Statistics – Other

Competencies

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

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