Data Management Assistant

Hardship Level (not applicable for home-based)A (least hardship)

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate TypeUNOPS LICA4

Target Start Date2023-10-16

Job Posting End DateOctober 8, 2023

Terms of ReferenceTitle: Data Management Assistant
Project: UNHCR
Duty station: Quito, Ecuador
Section/Unit: UNHCR Registration Unit Contract/Level: Local Support, LICA 4 (USD1.671,oo)
Duration: From 01 October to 31 December 2023
Supervisor: Ms. Tania Martínez; Registration & Identity Management Officer

1. General Background
Ecuador is part of the United Nations Convention of 1951 relating to the Status of Refugees and its 1967 Protocol, as well as major international and regional human rights instruments that recognize the right to asylum. It is also part of the United Nations Convention of 1954 relating to the Status of Stateless Persons and the United Nations Convention of 1961 on the Reduction of Statelessness. The asylum procedure in Ecuador is regulated by the Organic Law of Human Mobility, effective February 6, 2017.

Ecuador has historically hosted the largest population of refugees in Latin America, with over 67,000 people officially recognized as refugees. Ecuador has mainly hosted Colombians who fled the armed conflict, but during the last five years, more than 1.3 million people from Venezuela have entered to Ecuador, and an estimate of 350,000 have stayed in the country. Limitations to regular access to the territory for Venezuelans applied in 2019 have resulted in an increase of irregular movement. This has exposed persons of concern at
border crossings, especially women, children and LGBTI individuals, to a higher risk of trafficking, exploitation smuggling, scams, violence, sexual abuse and exploitation. Additionally, undocumented Venezuelans staying in Ecuador will lack access to formal labor market opportunities, exposing them to high risks of exploitation and negative coping mechanisms.

In 2019, UNHCR has responded to emergency situations that have surpassed national reception capacities, and has provided humanitarian assistance (including emergency shelter, provision of core relief items and CBIs) at border points and main hosting cities. UNHCR will continue to advocate to the right to access the territory for those requiring international protection, and will provide assistance to those at risk, while also aims to promote and emphasize local integration strategies.

The Data Management Assistant is a member of the Registration team. The incumbent is responsible for supporting all activities related to data management and registration. 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 analyzing information related to registration activities in the Operation.

UNHCR seeks to recruit persons devoted to the purposes of the Office of the High Commissioner for Refugees who have commitment to humanitarian principles and functionally relevant work experience with different stakeholders. The ideal candidate for the position of Data Management Assistant should have flexibility and adaptability i.e. analyzing, adapting to, and working effectively in a variety of situations, often under demanding conditions, and coping with the unforeseen or unexpected. Strong team spirit as well as result-oriented work
style are also a must. The candidates should have demonstrated strong analytical skills and proven advanced computer skills, particularly in data management. A high level of organization skills is also required in order to support the operation in all duties related to official missions as well as in coordination and logistics for workshops and other similar events.

2. Purpose and Scope of Assignment

The position is normally supervised by a more senior staff member who provides the Data Management Assistant with regular guidance and support. Subject to the nature of the task/assignment, s/he will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues. The position has no supervisory role.

Contacts are mainly with the colleagues in the same duty station to exchange information and to discuss the work plans. External contacts are not frequent. In the Field locations, under supervision of the manager, the incumbent may play a liaison role with the national and local authorities for gathering and exchange of data.

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:
- Enter data mainly related to asylum seekers, refugees and persons of concern to UNHCR into the computer database.
- Contribute to the preparation of reports and project documents by providing information, preparing tables and drafting routine correspondence and reports.
- Update and maintain existing databases and generate various statistical reports.
- Assist in the development of forms for data collection and analysis, if requested.
- Act as interpreter in the exchange of routine information and translate routine documents and correspondence as and when required.
- May be required to undertake field trips to project sites.
- Decide on the data recorded in database.
- Decide on appropriate resolution to incidents and escalate issues to the supervisor if incident cannot be resolved within the scope of responsibility.
- Perform other related duties as required.

3. Monitoring and Progress Controls
- Reliable and up-to-date data on persons of interest.
- Functional databases
- Conduct regular data quality check and clean-up;
- Provide weekly and monthly data quality assurance reports;
- Provide weekly and monthly statistics on registration, enrollment, protection and assistances;
- Provide monthly data audit reports and analysis

4. Qualifications and Experience
a. Education
- University Degree in Computer Science, Statistics, Economics, Business Administration, Information Management, Information Technology or related fields.
b. Work Experience
Essential
- 1-year relevant experience in Electronic data processing, Information Technology or related field.
Desirable
- Completion of UNHCR learning programmes or specific training relevant to functions of the position.
c. Core Competencies
- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation
d. Cross-Functional Competencies
- Analytical Thinking
- Technological Awareness
- Planning and Organizing

5. Submission of applications

A. English mandatory.
B. Shortlisted candidates may sit a technical test.
C. Foreign candidates, to be considered eligible for this position, must have a temporary or permanent residence in Ecuador that allows them to carry out work activities in the country.
D. If selected for the position, the candidate must submit a current and updated RUC Unique Taxpayer Registry and a voluntary contribution certificate to the Ecuadorian Institute of Social Security IESS. Voluntary IESS securities will be covered by the staff member.
E. If you wish to be considered for this vacancy, please submit your application according to the following instructions:
- CANDIDATES WITH ACCESS TO THE WORKDAY: In order to apply, you must first create your profile in the WORKDAY system.
- EXTERNAL CANDIDATES:
Candidates who do NOT have access to the WORKDAY system must submit their application through UNHCR's official site for applications: https://www.unhcr.org/careers.html
For any questions about the selection process, please contact Human Resources (ecuquhr@unhcr.org).

NOTE

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
If you are a person with a disability and need additional assistance during the application and/or recruitment process, please contact us by email: ecuquhr@unhcr.org

CVs WILL NOT BE ACCEPTED BY EMAIL. ONLY THOSE APPLICATIONS SENT BY THE SYSTEM WILL BE CONSIDERED

Standard Job Description Data Management Assistant Organizational Setting and Work Relationships The position is normally supervised by a Professional or Senior General Service staff member who provides the incumbent with regular guidance and support. The position has no supervisory role. Contacts are mainly with the colleagues in the same duty station to exchange information and to discuss the work plans. External contacts are not frequent. In the Field locations, under supervision of the manager, the incumbent may play a liaison role with the national and local authorities for gathering and exchange of data. 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 - Enter data mainly related to asylum seekers, refugees and persons of concern to UNHCR into the computer database. - Contribute to the preparation of reports and project documents by providing information, preparing tables and drafting routine correspondence and reports. - Update and maintain existing databases and generate various statistical reports. - Assist in the development of forms for data collection and analysis, if requested. - Act as interpreter in the exchange of routine information and translate routine documents and correspondence as and when required. - May be required to undertake field trips to project sites. - Decide on the data recorded in database. - Decide on appropriate resolution to incidents and escalate issues to the supervisor if incident cannot be resolved within the scope of responsibility. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Electronic data processing, Information Technology (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential 1-year relevant experience in Electronic data processing, Information Technology or related field. Desirable Completion of UNHCR learning programmes or specific training relevant to functions of the position. Functional Skills Not specified 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. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher in Electronic data processing, Information Technology or related field. - Fluency in English and working knowledge of another relevant UN language or local language. (In offices where the working language is not English, excellent knowledge of the UN working language of duty station and working knowledge of English.) DESIRABLE QUALIFICATIONS & COMPETENCIES - Knowledge of any other relevant UN or local language. - Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Required Languages English

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Desired Languages

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Additional Qualifications

Skills

Education

CertificationsHCR Learning Program - UNHCR

Work Experience

Other informationThis position doesn't require a functional clearance