UNOPS Senior Registration Assistant

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

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate TypeUNOPS LICA5

Target Start Date2023-08-21

Job Posting End DateAugust 6, 2023

Terms of ReferenceTitle: Senior Registration Assistant
Project: UNHCR
Duty station: Quito, Ecuador
Section/Unit: Registration Unit
Contract/Level: Local Support, LICA 5 (USD 2.073,oo)
Duration: From 21 Aug to 31 Dec 2023 (Possibility of extension for 2024 depending on performance)
Supervisor: Ms. Tania Martínez; Registration & Identity Management Officer

1. General Background

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 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 analyzing 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.

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 Senior Registration 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 Senior Registration 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

• Assist in the implementation of registration strategies and methodologies for POC.
• Assist in training of UNHCR, Government and Partners staff in aspects of registration and data
• collection.
• 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
• Draft correspondence and reports relating to registration activities in the Operation, when required
• Provide statistics and draft reports related to registration data, as requested.
• Draft and submit reports and statistics related to registration.
• Assist in operationalizing country-specific common data standards and promoting them with partners.
• Support the operation in the analysis of processed data and information and perform data quality and consistency control.
• Decide on appropriate resolution to data management problems and escalate issues to the supervisor if incident cannot be resolved.
• Perform other related duties as required.

3. Monitoring and Progress Controls

• 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 (4 years) in Electronic Data Processing, Information Technology or related fields.

b. Work Experience

- Minimum 2 years of previous job experience relevant to the function.

c. Key Competencies

- Completion of UNHCR learning programmes or specific training relevant to functions of the position (Desirable).
- IT-Computer Literacy
- DM-Data Management
- DM-Data collection methodologies
- DM-Database Management

Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Managerial Competencies
Not specified

Cross-Functional Competencies
Analytical Thinking
Technological Awareness
Planning and Organizing

5. Submission of applications

A. English Mandatory. (B2)
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. Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of full vaccination against COVID-19, independently of contract type and duration. The recommended candidate(s) will be required to provide the proof of vaccination prior to recruitment.
E. If recommended, 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.
If you wish to be considered for this vacancy, please submit your application according to the following instructions:

i. CANDIDATES WITH ACCESS TO THE WORKDAY: In order to apply, you must first create your profile in the WORKDAY system.

ii. EXTERNAL CANIDATES: Candidates who do NOT have access to the WORKDAY system should submit their application through UNHCR's official site for applications:

https://www.unhcr.org/careers.html

WHEN CREATING A CANDIDATE PROFILE IN WORKDAY, PLEASE USE CAPSLOCKS FOR LAST NAME AND NO SPECIAL CHARACTERS (Ñ OR ACCENTS)

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

No late applications will be accepted.

Only shortlisted candidates will be notified.

1. For any technical issues encountered during the online application, please contact the Global Service Desk (hqussd@unhcr.org) prior to the deadline to allow enough time to resolve issues.

2. 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.

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.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Standard Job Description

Required Languages English

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,

Desired Languages

,

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Additional Qualifications

Skills

Education

Certifications

Work Experience

Other informationThis position doesn't require a functional clearance