Hardship Level (not applicable for home-based)C
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeCONS Local
Target Start Date2023-08-01
Job Posting End DateAugust 15, 2023
Terms of ReferenceTERMS OF REFERENCE
Registration Clerk – Individual contractor (G4)
1. Operational Context
The Government of Rwanda (GoR), through the Ministry of Emergency Management (MINEMA), leads the refugee response in Rwanda in coordination with UNHCR.
The UNHCR Representation Office comprises the Branch Office in Kigali and Field Offices in Huye, Karongi, Kabarore, Kirehe and Nyamata. Rwanda is a host to approximately 133,000 refugees in three protracted refugee camps, namely Nyabiheke, Kiziba, Kigeme and Mugombwa, as well as Mahama which is the main camp hosting Burundian as well as some Congolese refugees, with 9% residing in urban settings namely in Kigali, Huye and Bugesera districts.
Since April 2015, UNHCR has been supporting reception and transit centres (Gatore, Nyanza, Kijote, Nyarushishi) and these facilities are equipped to receive new arrivals as well as Rwandan returnees.
From November 2022, a new emergency reception facility - Nkamira Transit Centre, was established to receive Congolese fleeing the conflict in Eastern DRC. As of 15 July 2023, over 7,600 Congolese asylum seekers are hosted at Nkamira Transit Centre, and more than 1,700 were relocated to Mahama camp. Rwanda also continues to receive evacuees from Libya who are accommodated in Gashora in the Bugesera district under the Emergency Transit Mechanism (ETM), which was established in 2019 based on an MoU signed by the Government of Rwanda, UNHCR, and the African Union.
UNHCR and the Government of Rwanda conduct joint registration activities including the issuance of registration-related activities, issuance of appointments for registration, update of biodata information on an individual record including contact and address change, specific needs, education, and skills information recording of vital events (birth, death, marriages, divorce etc.), new-born registration, new arrivals registration after clearance by the Government, issuance of documentation such as Proof of Registration, refugee identity documents and filing management activities.
Select from Standard Job Description in WD
The Registration Clerk is a member of the registration team and is supervised by a more senior colleague who normally reports directly to the Registration Officer or Protection Officer. The incumbent is responsible for supporting all registration-related activities, which may include functions related to reception, filing and data management. S/he responds to queries from asylum seekers and refugees regarding UNHCR's registration procedures and their rights and entitlements. The Registration Clerk liaises with protection staff and partners to ensure timely identification and referral of persons of concern for protection follow-up and may provide interpretation and/or translation services in cases for which s/he has the required language competencies.
All UNHCR staff members are accountable for performing 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.
2. Duties and Responsibilities
• Conduct registration interviews in accordance with local SOPs and registration standards.
• Respond 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 the provision of identity and entitlement documentation.
• Act as interpreter and translator when needed.
• Refer cases to other units within the office and implementing partners as necessary.
• Ensure all newly created files are barcoded, labelled and placed on racks accordingly.
• Perform other related duties as required.
3. Essential Minimum Qualifications Required
Education and Professional Work Experience
• 2 years of relevant experience with a High School Diploma; or 1 year of relevant work experience with a Bachelor or equivalent or higher
4. Relevant Job Experience
Essential
Good computer skills, particularly in data management.
Good computer literacy with proficiency in relevant computer applications such as Microsoft Office products including Word, Excel, Outlook, Teams and Internet.
Desirable
Training in basic principles of international protection. Experience in working with UNHCR proGres software, BIMS and RApp.
5. Functional Skills
• *DM-Data Management
• 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)
6. Language Requirements
• Fluency in English and Kinyarwanda and very good working knowledge of regional languages.
• Knowledge of French will be an added advantage.
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.
7. Desired Candidate Profile
The incumbent would have prior experience working with UNHCR in registration and identity management for at least two years, fluent in English and Kinyarwanda.
Standard Job Description
Required Languages
,
,
Desired Languages
,
,
Additional Qualifications
Skills
Education
Certifications
Work Experience
Other informationN/AThis position doesn't require a functional clearance