Registration Officer

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Registration Officer

ORGANIZATIONAL CONTEXT
The Registration Officer manages and oversees UNHCR's registration procedures and decision-making as well as related activities in the operation. The Registration Officer may be  directly responsible for or extensively contributes to developing and implementing an operation-specific registration strategy in compliance with the overall protection objectives of the office, to ensure that registration is effectively used for the identification of specific protection needs, for the management of operations, and for the achievement of durable solutions.

The Registration Officer provides day-to-day supervision, direction and support to UNHCR staff engaged in Registration and related activities (including Reception, Filing and Data Management staff), and monitors the efficiency and quality of registration processes, identity and entitlement documentation activities and population data management.  

The Registration 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 Registration Officer also liaises with other Registration operations in the region, the Regional Registration Officer, the Bureau and the Identity Management and Registration Section (IMRS) in DPSM to promote regional and global consistency in Registration standards and population data management. The launching of UNHCR¿s new, online case and identity management applications (proGres in Partnership and the Biometrics Identity Management System, BIMS) will require extensive contribution from the Registration Officer in relation to both business input on usage of the tools and the deployment of the tools to support continuous registration, data management and other case-related activities.

FUNCTIONAL STATEMENT

Accountability
- The operation has sufficient support to set up a clear and coherent Registration strategy which reflects UNHCR¿s country, regional and global priorities and objectives.
- UNHCR's Registration 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 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.

Responsibility
- Contribute to the design of appropriate registration strategies and approaches for populations of concern in compliance with the protection strategy of the operation, ensuring that registration 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.
- 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).
- 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. 
- 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.
- 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 or functions as required.

Authority
- Advise staff on planned registration 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 external partners in-country, 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, Law, Business Administration, Humanities or related fields plus minimum 6 years  of relevant experience. 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.
- Strong team building, managerial, planning, coordination and representation skills.
- Excellent computer skills, particularly in data management.
-       Knowledge of English and UN working language of the duty station if not English.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Technical expertise in registration, individual case management and identity management systems, including proGres, in refugee and internal displacement situations.
- 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.
-       Knowledge of additional UN languages.

This is a Standard Job Description for all UNHCR Registration Officer positions. 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. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M001L3 - Empowering and Building Trust Level 3
M003L3 - Judgement and Decision Making Level 3
M004L3 - Strategic Planning and Vision Level 3
X001L3 - Analytical Thinking Level 3
X003L3 - Technological Awareness Level 3
X005L3 - Planning and Organizing Level 3 <p>The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.</p>
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See below for this postion's Operational Context
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For those people applying for High Risk Duty Stations, we strongly encourage them – before deciding to apply- to read the country specific security and welfare country profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.

 

Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.

 

The expected key results of this position is to ensure that registration is effectively used for the identification of specific protection needs, for the management of operations, and for the achievement of durable solutions.

The incumbent is expected to have Strong understanding of the principles of and concepts of international protection and UNHCR, strong team building, managerial, planning, coordination and representation skills as well as excellent computer skills, particularly in data management. The Associate Registration Officer is expected to advise staff on planned registration activities and coordinates registration activities between field offices and camps to ensure standards and consistency in data and its use.  Should have technical expertise in registration, individual case management and identity management systems, including progress.

¿ Strong registration experience, preferably in an urban context (previous registration experience with Syrian refugees and with refugees from Sub-Saharan Africa, particularly from Sudan, South Sudan, Ethiopia and Eritrea would be an asset);
¿ Demonstrated ability to manage a large team and to coordinate with other units in the Country Office as well as with a Field Office;
¿ Ability to come up with innovative and creative solutions to operational challenges;
¿ Ability to provide on-the-job coaching and mentoring and to support the operation in designing trainings and capacity building;
¿ Demonstrated excellent drafting skills in English.

Due to the complexity and fast-pace of the operation including daily challenges, the candidate must also be highly flexible and adaptable. Libya has, for generations been both a country of transit and destination. Yet, in the wake of more than seven years of conflict, political turmoil and widespread human rights violations and abuses, the magnitude of protection challenges and needs has exponentially increased. Overall in Libya, amidst a population of 6.5 million, the UN estimates that 1.1 million people are in need of humanitarian assistance, of which 0.5 million are internally displaced or returnees. In addition, Libya continues to host some 50,000 refugees and asylum-seekers, mostly Syrian, Iraqi and Palestinian nationals; as well as an estimated 700,000 migrants, predominantly from western Africa, contributing to one of the most complex mixed-migration situations in Northern Africa.

Chronic human rights violations and abuses in the context of armed conflict, violence and insecurity, and disregard for the minimum standards of international humanitarian and human rights law characterize the absence of effective protection for large numbers of civilians in Libya. Forced displacement and family separation with the associated tearing of the social fabric have resulted in a high-risk environment for persons living in Libya, with children being particularly vulnerable. In addition, increased economic hardship as a result of the protracted crisis, coupled with a liquidity crisis, contributing to a collapse of the national infrastructure, social cohesion and the country¿s economy, have impaired access to safety, basic services, humanitarian aid and livelihoods, and compounded the protection risks of the population, refugees and migrants, in particular vulnerable groups. The present situation in Libya is unstable and the outlook uncertain. This creates ongoing pressures at work and in daily life as priorities are frequently upended for other urgent ad hoc tasks. The incumbent should be prepared to work under very challenging conditions and be able to manage stressful situations. In Tripoli, international staff are accommodated in designated compound sharing an apartment with one or two colleagues, and moving the personal items during the period of RnR due to staff rotation and limited space available. The incumbent is also expected to demonstrate flexibility with regard to the lengthy and unpredictable visa process for Libya which may require to ability to remotely manage the team in Libya from Tunis. The position is based at the Country Office Tripoli. In view of the volatile security situation, international staff are accommodated at a designated compound from which free movement in/around Tripoli is restricted.
Movement and travel of international staff in Libya is permitted only with armored vehicles. Although English is the essential language of the duty station, Arabic speaking skills would be critical for this post.

Please note that the closing date for vacancies in the Addendum 4 is Thursday 28 February 2019 (midnight Geneva time)