Registration/Information Management Officer
The Registration/Information Management Officer oversees UNHCR’s registration and Information Management procedures and decision-making as well as related activities in the operation. The Registration/Information Management Officer may be directly responsible for or extensively contribute to developing and implementing an operation-specific registration and Information Management strategy in compliance with the overall protection objectives of the office to ensure that registration and Information Management is effectively used for the identification of specific protection needs, for the management of operations and for the achievement of durable solutions.
The Registration/information Management Officer will also be responsible for gathering of registration data and will assist in the analysis and dissemination of population information. The Registration/Information Management Officer, will in addition, liaise with sectoral leads to gather information for further analysis and dissemination and identify information gaps. Where information gaps exist, he/she may help setting up primary data collection systems and organise needs assessments which may also involve other stake holders.
The Registration/Information Management Officer collaborates closely with Protection, Programme, Operational Data Management and Information Management colleagues as well as with key UN and international organizations, NGOs and partners on the provision of quality population data for the delivery of targeted protection or assistance interventions and programming and planning.
– The operation has sufficient support to set up a clear and coherent Registration and Information Management strategy which guides all IM and Regis activities in the office.
– UNHCR’s Registration and Information Management Standard Operating Procedures (SOPs) are implemented in accordance with relevant UNHCR standards and policies.
– Persons of concern have fair and transparent access to registration procedures.
– The Office has stepped up to its leadership role in providing quality Information Management services and delivers reliable, accessible and user-friendly, relevant, predictable, appropriate and timely delivery of information.
– The integrity of UNHCR’s registration procedures is ensured and refugee identities are secured over time through the implementation of case management and identity management tools.
– UNHCR’s population database (proGres) is maintained to a high standard and remains a reliable, trusted source of personal information and protection needs of persons of concern to UNHCR.
– Global data standards, and where appropriate, the establishment of country-specific common data standards are adopted by UNHCR and its partners.
– Contribute to the design of appropriate registration and information management strategies and approaches for populations of concern in compliance with the protection strategy of the operation, ensuring that registration and information management standards are met and that appropriate methodologies and technologies are implemented.
– Plan, implement and monitor registration-related activities, as part of UNHCR¿s normal planning cycle to ensure that provision is made for material and human resources to adequately support the process.
– Support the promotion of data and information sharing within the humanitarian community as well as the adoption of global data standards, and where appropriate, the establishment of country-specific common data standards.
– Identify and obtain the needed data and information elements required to produce standardized information products and design and manage respective data/information collection plans for baseline and context-specific data.
– Design, implement and revise, as required, operation-specific SOPs for all aspects of registration in accordance with applicable standards and policies, including provisions for the protection of individual data and prevention and identification of fraud.
– Contribute to the development, enhancement and implementation of the online case and identity management applications (proGres in Partnership and BIMS).
– Support the Office in the analysis of processed data and information and perform data quality and consistency control.
– Design appropriate procedures and systems for the assurance of quality registration data through the implementation of continuous registration and verification exercises, including the facilitation of additional data collection in accordance with operational programming and protection needs.
– Design and implement a structured dissemination plan for all information products and services as appropriate (e.g. web portal, mailing list, information centres, etc.) including the definition of standard operating procedures for clearing information products for release.
– Conduct regular data quality and audit checks to monitor the accuracy of data collected as well as a tool for identification and prevention of fraud.
– Coordinate needs assessments across all sectors (in refugee situations) and coordinate needs assessments within UNHCR-led clusters and participate in joint needs assessments with other partners/clusters. Support operational leads in making methodological decisions about how to conduct needs assessments.
– Develop and maintain information campaigns and processes to ensure that persons of concern, Government authorities and partners have accurate information on registration procedures, including UNHCR standards, policy and practice.
– Advocate with and support Government authorities and partners to establish and strengthen fair and efficient Registration procedures including the recognition of UNHCR identity and entitlement documentation and associated rights.
– In cooperation with Protection staff; design, implement and monitor procedures for the identification and referral of persons of concern with specific needs who may require follow-up protection interventions.
– Assist in developing data management approaches and processing methodologies for efficient and accountable delivery of both material and cash-based assistance and other programming and protection needs.
– In cooperation with Operational Data Management and Information Management staff, standardize consolidation and timely dissemination of reports and statistics on persons of concern, which will inform programme, planning, protection interventions and statistical reporting activities.
– Develop data sharing agreements in close cooperation with Protection colleagues and the Regional Registration Officer.
– Provide training to UNHCR and partner staff in registration methodologies, technologies and standards, to enable them to conduct registration activities and to manage registration and case related data on a continuous basis.
– Support the country team to establish and strengthen internal capacity and/or that of government counterparts to manage registration and maintain population information.
– Document and report on registration activities at the operation level, and report on the impact of support interventions to the management of operations.
– Undertake other related responsibilities.
– Advise staff on planned registration management activities, review plans and requests to ensure that they are in agreement with UNHCR standards.
– Enforce compliance by UNHCR staff engaged in registration and related activities with UNHCR standards, policies and operation-specific SOPs for all aspects of the registration operation.
– Represent UNHCR with relevant partners in registration and information management related meetings and fora, as applicable.
– Design and review registration and registration-related documents, reports and statistics for internal use.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
– Undergraduate degree (equivalent of a BA/BS) in Social Sciences, Demography, Statistics, Information Technology, Geography, Political Science, or related fields plus minimum 6 years of previous work experience of which at least 4 years combined field and/or headquarters experience in international organizations. Graduate degree (equivalent of a Master¿s) plus 5 years or Doctorate degree (equivalent of a PhD) plus 4 years of previous relevant work experience may also be accepted.
– Strong understanding of the principles of and concepts of international protection and UNHCR.
– Knowledge of the UN system and the humanitarian community.
– Knowledge of protection-related guidelines, standards and indicators.
– Proven skills to analyse statistical information.
– Strong team building, managerial, planning, coordination and representation skills.
– Excellent computer skills, particularly in data management.
– Advanced Excel skills (e.g. pivot tables, functions, etc.).
– Ability to formulate IM-related technical requirements and Operating Procedures.
– Ability to translate planning-specifications into technical briefs for data capture and analysis, and vice versa.
– Ability to compile and holistically analyse diverse datasets.
– Experience with handling confidential data.
– Demonstrated understanding of different data collection methodologies.
– Excellent written and oral presentation skills.
– Excellent knowledge of English and French.
DESIRABLE QUALIFICATIONS & COMPETENCIES
– Technical expertise in registration, individual case management and identity management systems, including proGres, in refugee and internal displacement situations.
– Successful participation in the Operational Data management Learning Programme.
– Experience in web design and software development is an asset.
– Experience with relevant software such as: ArcGIS, Mapinfo, SPSS, EpiInfo6, HTML, PHP, ASP, Java, Ms
– Access, SQL, progress).
– Knowledge of UNHCR and interagency policies, standards, programmes and humanitarian operations in a variety of geographical locations and operational contexts.
– Familiarity with planning, programming and implementation of registration operations at the field levels, including strategic planning, project development, budgeting and resource mobilization.