Senior Registration Assistant
Organizational Setting and Work Relationships
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.
Recommended:
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 analysing 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.
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.
– 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, including provision of identity and
entitlement documentation.
– Draft correspondence and reports relating to registration activities in the Operation, when required
– Provide statistics and draft reports related to registration data, as requested.
– Act as interpreter and translator when needed.
– Refer cases to other units within the office and to implementing partners as necessary.
– Draft and submit reports and statistics related to registration.
– 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
Social Science Statistics Mathematics Information Technology
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Good computer skills, particularly in data management.
Desirable
Training in basic principles of international protection. Experience in working with UNHCR proGres software.
Read Also:
Functional Skills
*DM-Data Management
PG-Programme Management (programme cycles and reporting standards)
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)
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
Required languages (expected Overall ability is at least B2 level):
Desired languages
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
Skills
DM-Data Collection and Analysis, DM-Data Management, IT-Computer
Literacy, IT-IT Refugee Systems & Applications, PG-Programme
Management (programme cycles and reporting standards), RG-Registration
SoPs Design/Implementation, TR-Training – Virtual and face to face
Education
Certifications
Information Technology – Other, Mathematics – Other, Social Sciences – Other, Statistics – 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
Functional clearance
This position doesn’t require a functional clearance
Snr HR Assistant at UNHCR
2023-09-01
Job Posting End Date
July 9, 2023
Standard Job Description
Senior Human Resources Assistant
Organizational Setting and Work Relationships
Senior Human Resources Assistant will function under direct supervision
of the Administrative or Human Resources Officer, assisting him/her in
personnel administration and other HR related matters, including the
process of recruitment and appointment of staff, and in the performance
management and welfare issues of staff under area of responsibility
(AOR).
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.
Read Also:
Duties
– Assist in the recruitment, assignment, reassignment and separation of
local service staff. Prepare documents for the interview panel for the
recruitment of local staff.
– Process local staff members¿ contracts, entitlements and benefits in
accordance with Staff Rules and established HR procedures.
– Update personnel related information in MSRP/HR module where this
activity has been rolled out from PAS to the respective office.
– Advise staff members on their rights, obligations, benefits and
entitlements, and assist them in interpreting UN/UNHCR staff rules and
regulations.
– Assist newly-arrived international staff with administrative
formalities related to their accreditations, security/ground passes,
submission of completed forms and related documents to headquarters,
arrange travel and hotel reservations
– Assist with shipment of their personal effects in coordination with the logistics section.
– Administer UNHCR medical insurance plan for locally recruited staff.
Provide administrative support to staff and dependants in case of
medical evacuations, as well as security evacuations/relocations.
Maintain daily tracking record of staff and families to provide accurate
information in case of emergency.
– Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.
– Initiate calculations for payments related to personnel issues such as
settlement of travel claims, overtime claims, hazard pay, MIP
reimbursements, medical and security evacuations, shipment costs.
– Initiate routine correspondence on HR matters for the authorizing officer¿s approval.
– Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For 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
Secretarial Administrative
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Good knowledge of UNHCR administrative procedures and processes and
exposure to provision of support services in an international
organization.
Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset.
High IT affinity and working experience of PeopleSoft/MSRP.
Functional Skills
IT-Computer Literacy
PG-Resource planning
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
HR-PeopleSoft Human Capital Management
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Enterprise Resource Planning (ERP)
(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 is expected to have comprehensive HR experience
preferably within the UN system and/or international organizations,
experience of work in HR systems, having a good command of English and
Kiswahili languages, both written and oral, and great communication
skills. Prior experience working in a remote setting an added advantage.
In addition, the candidate must have excellent conflict management and
soft skills, and an ability to multi-task.
Required languages (expected Overall ability is at least B2 level):
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
Skills
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and
other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy,
IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR
Administrative Rules, Regulations and Procedures
Education
Read Also:
Certifications
Administration – Other, Secretarial – Other
Work Experience
Competencies
Accountability, 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
Functional clearance
This position doesn’t require a functional clearance
