Senior Data Management Assistant

Hardship Level

D

Family Type

Non Family with Residential Location

Family Type

Non Family with Residential Location

Residential location (if applicable)

Addis Ababa,Eth Fed Dem Rep

Grade

GS5

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Target Start Date

2025-08-01

Deadline for Applications

June 30, 2025

Standard Job Description

Senior Data Management Assistant

Organizational Setting and Work Relationships
The position is normally supervised by a more senior staff member who provides the Senior 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 other persons of concern to UNHCR into the computer database.
- Prepare reports and project documents by providing information, preparing tables and drafting routine correspondence and reports.
- Assist in compilation of data and interpreting the statistics for various 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 collect GIS data, update maps and 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.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
G5- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with 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
Not specified

Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
IT-Computer Literacy
DM-Data Management
DM-Data collection methodologies
DM-Database Management
(Functional Skills marked with an asterisk* are essential)

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.

Desired Candidate Profile

The incumbent should have proven competencies and experience as follows:

• Previous technical experience in data management using the PRIMES suite of tools from UNHCR, including proGres v4, BIMS software, GDT and RAPP.
• Experience in registration, identity management, and individual case management. Working in protracted refugee settings is an added advantage.
• Demonstrated ability to work with a diverse range of partners, and especially the host Governments, humanitarian organizations, and development partners.
• Analytical skills in managing data sets and producing visual reports.
• Well-developed critical thinking, decision-making, problem-solving and interpersonal skills.
• Knowledge of UNHCR's data management policies, procedures, and guidelines, as well as the organization's overall strategy and goals.
• Completion of relevant UNHCR learning programs or specific training relevant to the functions of the position
• Excellent written and oral communication in the English language is mandatory.
• Experience working with UNHCR Country Office, Regional Refugee Services (RRS), local authorities, and community stakeholders to enhance the Refugee Inclusion Strategy in the Somali Region, including supporting RRSs lead and capacity in registration.
• Internally displaced persons (IDP) engagement experience, in addition to refugee development experience, prior experience promoting and enhancing UNHCR’s cluster and/or solutions engagement concerning IDPs.
• Stakeholder management and multi-agency co-ordination skills, with internal and external factors such as the Government counterparts, NGOs, UN Agencies, development actors as well as donors.
• As the job also requires regular interaction with regional government and local authorities, refugees, IDPS, and hosting communities, thus knowledge of the Somali language (in addition to English) and prior working experience in the Somali Regional State in any of the above standard/desirable capacities would be an asset.

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.

Nature of Position:

Under the direct supervision of the Assistant Protection Officer, the Senior Data Management Assistant is expected to work closely with the Refugee and Returnee Service (RRS) during the transition phase of registration activities from UNHCR to government. He/she is responsible for supporting the government to strengthen their capacity to take over full responsibility registration and data management data management. Therefore, the individual is responsible for ensuring quality data of the persons we work with. His/her main role involves collecting, structuring, and maintaining datasets while ensuring data integrity and compliance with security regulations. He/she support database maintenance in line with CO/HQ, troubleshoot technical issues, and collaborate across departments to streamline workflows. Additionally, he/she generates reports and analysis that help inform decision-making, making them a key contributor to efficient data utilization.

His/her detailed roles will be:

• Identifying knowledge and hardware gaps of the operation in relation to all aspects of data management.

• Advising on appropriate resolution to incidents linked to the data management.

• In consultation with the supervisor deciding on data recorded in the database.

• Providing technically advice and support in order to share proGres client and possibly data sharing with UNHCR partners as per the agreement.

• Supporting forms and tools for data collection and analysis.

• Coordinating with UNHCR and RRS staff in field locations for regular consolidation of databases located in the field.

• Conducting and coordinating record ownership transfers between databases in the field and the database located.

• When required assist in the day-to-day data collection done through registration activities.

• In collaboration with RRS, ensure that the data which are mainly related to asylum seekers, refugees and persons of concerns to UNHCR are correctly entered into the database.

• Supervising data collection and data entry support staff.

• Providing ad hoc technical support to users of proGres within the office; and

• Escalating issues to the supervisor if an incident cannot be resolved within area of responsibility.

• In charge of organizing and planning the monthly food distribution plan and ad-hock assistances using the corporate UNHCR tool, Global Distribution Tool.

Living and Working Conditions:

Jijiga is the capital city of the Somali Regional State of Ethiopia, with a population of about 500,000. It is situated at an elevation of 1,646 meters above sea level. It is located about 630 kms east of the Capital City, Addis Ababa and about 80 kilometres away from the border with Somalia (Somaliland).

Jijiga is a category D and non-family duty station, with relatively stable security environment and with minimal reported crimes within the city. However, given the Somali region’s proximity to the border with Somalia requires a sense of vigilance and alertness; UNDSS provides security advisories regularly to all staff in Jijiga and the surrounding locations to which adherence is expected. All UNHCR international staff are accommodated in the UNHCR Staff Compound (Guest House) in line with the policy on UNHCR-provided accommodation in the field. Security briefing is mandatory upon arrival at the compound. All travel itineraries should report to the UNDSS radio room before departure and continue reporting their position every 60 minutes, until back to the compound. Official working hours are Monday through Thursday:  08:00 – 12:00 and 13:00 – 17:00 hours; while on Fridays 08:00 – 13:30 hours.

Private and public hospitals and higher clinics are available in Jijiga. However, the medical facilities in the area are insufficient to treat complicated medical cases. The United Nations Health Care Centre (UNHCC) in Addis Ababa provides 24/7 health care services for eligible UN staff and their dependents in different specialized Medical Units. Jijiga city also has many markets, restaurants and shops, including small supermarkets, from where food and other household items can be purchased. Ethiopian Commercial Bank and many other private banks have established branches in Jijiga where financial services, including ATM machines, can easily be accessed.

Transportation in and out of Jijiga is usually done via Ethiopian Airline flights directly to Addis Ababa on an average of 5 to 7 flights per day, although road transport can also be used through buses that ply the Jijiga-Addis or Jijiga-Harar-Dire Dawa routes. However, road travel to Addis Ababa may not be encouraged as it takes a full day compared to the 1-hour flight. Official travel is arranged by the office through a recommended agent.

Additional Qualifications

Skills

DM-Database Management, DM-Data collection methodologies, DM-Data Management, IT-Computer Literacy

Education

Certifications

Electronic Data Processing - Other, Information Technology - Other

Work Experience

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Only shortlisted candidates will be contacted.
A written test (eliminatory or complementary) and oral interviews may be administered for shortlisted candidates.

Functional clearance

This position doesn't require a functional clearance