Associate Operational Data Management Officer – UNOPS IICA1

Terms of Reference

Operational Context

Afghanistan is experiencing a humanitarian crisis of unprecedented scale, exacerbated by the critical economic crisis, high levels of poverty, natural disasters (earthquakes, drought, and floods). Some 23.7 million people – more than half of Afghanistan’s 44 million population require humanitarian assistance, of which 15.8 million people are likely facing acute food insecurity, and at least one million children at risk of severe acute malnutrition. Human rights have deteriorated in Afghanistan, particularly against women and girls, following the December 2022 and April 2023 bans against women and girls. In 2024, it is projected that economic instability and growing humanitarian needs, compounded by secondary displacement, natural disasters, abuses of human rights, sporadic attacks, and armed clashes may continue to displace Afghans. Internal displacement is also likely to persist.

On 3 October 2023, the Government of Pakistan announced plans to repatriate ‘illegal foreigners’. In view of the ongoing humanitarian and human rights concerns for Afghans, particularly for women and girls, UNHCR and IOM issued a joint statement urging Pakistan to maintain the protection space for Afghans in need of safety. This was followed by a joint statement by UNHCR. IOM and UNICEF which appealed for the protection of children and families seeking safety in Pakistan. On 10 November, UNHCR declared an internal Level 2 emergency for Pakistan and Afghanistan for six months to scale up the humanitarian response in light of the rapidly evolving situation. As of March 2024, over 500,000 Afghans have returned from Pakistan as a result of phase one of the Illegal Foreigners Repatriation Plan (IFRP) of which 83,000 were Proof of Registration (PoR) cardholders, or UNHCR slipholder/asylum seekers. The majority of those returning cite the use of police force and harassment as one of the drivers to return. Arrivals back to Afghanistan are also adding to the worsening humanitarian crisis, to a country with over 3.2 Million internally displaced persons due to conflict. As the Government of Pakistan prepares for Phase 2 of the IFRP, primarily focused on the estimated 803,000 ACC card holders, it is important to note that there are 1.35M registered Afghan Refugees who might be directly or indirectly impacted as was seen at Phase 1 of the IFRP. According to UNHCR and IOM projections, approximately 908,000 Afghans are expected to require support at the border points between now and December 2024. Of this number, 197,000 are PoR Cardholders and Asylum seekers, 450,000 are ACC cardholders, and the remaining 261,000 are undocumented Afghans. The sudden surge in returns is expected to put pressure on already strained resources, including shelter and basic services. Additional support is urgently required.

UNHCR and partners in Pakistan and Afghanistan are currently working together to ensure a harmonized and coordinated cross-border response to this new emergency. To support these efforts an update to the interagency Border Consortium Appeal from 8 November 2023, is in the works, and will be launched in Mid-April 2024. In addition, UNHCR and partners are also stepping up their presence in and around Torkham and Chaman border crossing points and accelerating efforts to ensure protection-sensitive mechanisms are in place via regular border monitoring visits and protection screenings to identify and assist people with heightened vulnerabilities and needs.

Under the supervision of the Senior Information Management Officer, the Associate Information Management Officer is responsible for assisting in producing and disseminating information on the persons we serve, including but not limited to Protection and Programme information. S/he will supervise data collectors or data entry personnel. The incumbent operationalizes data standards developed at the central level in field operations, trains field staff, compiles data and analyses information from all persons we serve. S/he supports the Programme Team and UNHCR’s partners in the choice of indicators for monitoring to be included in sub-agreements, as well as the Protection Team in operationalizing protection monitoring systems.

This is an International UNOPS IICA assignment. The successful candidate will be based with the team in UNHCR’s office in Kabul, Afghanistan.

Duties for Associate Operational Data Management Officer:

1. CBI (Cash-Based Interventions) Tools and Systems Management 
• Management of the CBI tools process flow (DDT -> Staging Server -> Cash Assist -> GDT Distribution). 
• Deployment of upgrades, technical troubleshooting, and ensuring smooth interoperability among CBI tools. Oversight of GDT servers, including guidance and updates. 
• Development and implementation of automation for deduplication processes and automated data quality checks to report on data errors and possible instances of fraud. 
• Revision and alignment of Data Management SOPs for CBI tools, conducting training and capacity building sessions. 

2. Interoperability and Technical Coordination 
• Ensure the smooth running and interoperability of various data management tools and systems, including Cash Assist, GDT, and cross-regional platforms. 
• Coordinating technical issues and improvements across different levels of the organization, including field units, regional bureaus, and headquarters. 
• Provide remote technical support, resolve issues, and facilitate updates and upgrades. 
• Providing guidance to the operational data management team in the field including other stakeholders in terms of interoperability of the tools, standards, procedures and UNHCR policy including user management and audits to the data management tools. 

3. Data Management and Quality Assurance 
• Support in maintenance, troubleshooting, user management, and ensuring data protection and consistency. 
• Monitoring and addressing technical issues, implementing automated data quality checks, and engaging in data mapping and cleanup to ensure data integrity and consistency. 

4. Project Deployment and Operational Support 
• Support the rollout/deployment of key projects, such as the Afghanistan Refugee Returnee Database, ensuring smooth implementation and user management. 
• General support in data management issues, contributing to the operation’s data-related activities and strategies. 

5. Registration, Verification, and Identity Management 
• Providing support to the protection unit team with proGresV4, refugee caseloads verification, and BIMS enrollment. 
• Support in the implementation of registration, enrolment, and digital identity strategies, ensuring compliance with protection objectives. 

6. Beneficiary Selection and Aid Distribution Support 
• Contribute to the beneficiary selection using tools, supporting the operation in implementing minimum standards and controls to ensure fair and accountable aid distribution. 
• Involvement in vulnerability scoring, deduplication, and ensuring assistance reaches eligible and vulnerable households. 

 

Desired experience: 

• S/he should be familiar with data quality, security and privacy principles, backup systems, and disaster recovery methods to protect data. Understand network design and architecture, including TCP/IP protocols and network hardware. 
• S/he must be experienced in system installation, deployment, configuration, troubleshooting, and upgrades. They should demonstrate problem-solving ability to effectively diagnose and troubleshoot technical issues effectively. 
• At the same time, written and verbal communication skills are required to explain complex ideas to non-technical team members, especially during training that s/he is expected to carry out. Include the drafting and updating of Standard Operating Procedures (SOPs) and other user/system guidance manuals/documentation. 
• In addition, the candidate should have good collaboration skills as s/he will work closely with various teams and stakeholders, in person and remotely, to ensure the effective use of data in decision-making processes. 
• The candidate must demonstrate the ability to work well in a team, as they often need to work closely with other technical professionals in ICT.

Technical skills:
• Advanced knowledge of Excel, an understanding of SQL, and database management systems (DBMS) such as SQL Server or MySQL is necessary. 
• Knowledge of UNHCR’s proGresV4, Biometric Identity Management System (BIMS), Cash Assist, and Global Distribution Tool (GDT) is an advantage.
• Experience using data collection tools like Kobo/ODK for registration, verification, and identity management.

Evaluation of qualified candidates may include a written test (eliminatory/complementary) which may be followed by competency-based interview.

 

Standard Job Description

Associate Operational Data Management Officer

Organizational Setting and Work Relationships

The UNHCR Data Transformation Strategy 2020-2025 envisions that by 2025 UNHCR becomes a trusted leader on data and information related to refugees and other persons of concern, thereby enabling actions to protect and to empower persons of concern. The Strategy stipulates investing in four complementary priority areas: data management and governance; information systems; capacities and skill development; and culture for evidence-informed decision-making. The strategy envisages data and information management functions in UNHCR carried out in a complementary and inter-linked manner between Headquarters Divisions and Services, Regional Bureaux, country operations and key external partners, including persons of concern.
 

An important element is the establishment of Data, Identity Management and Analysis (DIMA) units in all Regional Bureaux and potentially corresponding units in country operation, led by a senior staff to ensure that UNHCR has a capacity to produce, in line with global standards, quality data, information products, conduct region-level analysis, guide registration and identity management, and advise on responsible and effective data use at country- and regional-levels.
 

Operational data includes the following: population and demographic statistics, case management information, assessment results, situational analysis, protection incidents, vulnerability and risks, and programme response plans, delivery and implementation. It will be both sectoral data and inter- and intra-sectoral data. Systems that manage operational data include registration systems, sectoral monitoring systems, protection and programme monitoring systems, biometrics and identity management systems, case management systems and other data management approaches such as profiling and household surveys that manage the types of data defined above.
 

The Associate Operational Data Management Officer (AODMO) supports the operational data systems and activities that fall under the responsibility of the respective country, regional or global entities. S/He functions under the supervision of the DIMA Coordinator/Senior Information Management Officer /Senior Registration and Identity Management Officer /Operational Data Management Officer or as delegated. The AODMO liaises closely with the relevant technical units at the country, region or headquarters level for technical guidance on data and application management. The AODMO is closely collaborating with the headquarters technical division responsible for information systems and technology to ensure that global standards relating to operational data systems, including systems that process personal data of the persons of concern, meet the UNHCR global standards, including data security.
 

The Associate Operational Data Management Officer supports data-related activities conducted in the core applications, whether conducted by UNHCR, partners or Governments. The incumbent will provide high-quality, user-focused support services to UNHCR field operations and partners, in line with agreed standards and objectives. S/he also supports and implements provision of user access to systems and applications in accordance with data protection protocols. The incumbent supports building reports, templates and forms out of the operational data systems, including refugee registration and case management systems.
 

As delegated, the Associate Operational Data Management Officer coordinates closely with information management, registration and other functions in the Field, relevant sector leads, the Regional Bureaux and relevant Divisions in Headquarters to promote regional and global consistency in operational data management, including registration, population data and personal data. The incumbent may closely work with partners, including Government users of UNHCR applications.

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
– Manage the use, maintenance and technical support of core operational data applications, including systems that manage refugee registration and identity management, including overseeing the quality of data collection and ensuring consistency with standards and guidelines.
– Perform database administrator functions in relation to local field server machines that contain operational data, and refugee and other persons of concern data.
– Respond and manage user access permissions for UNHCR staff, local government and NGO partners to global applications in accordance with the policies and standards, including the Data Protection Policy and regional or local country data protection protocols.
– Assist in designing and developing standard reports, templates and forms, while ensuring consistency with global guidance and policies, and in consultation with relevant stakeholders, including business module owners.
– Identify, diagnose and escalate for the resolution of technical user errors, bugs and queries related to UNHCR core applications on persons of concern data and other operational data systems, in consultation with headquarters, external developers and support teams.
– Contribute to the capacity building and guidance of technical users and administrators.
– Monitor user management and conduct regular clean-up of user accounts and access permissions in accordance with relevant guidance and procedures of the applications and systems under his/her responsibility.
– Monitor device and user management within local client and field server solutions, including monitoring frequency of data synchronization to prevent and mitigate data loss.
– Analyse and respond to user requests and queries, including compilation and assessment of applications enhancements and change requests.
– Assist with data quality assessment, data clean-up and data mapping from legacy or external database systems to the applications, as required.
– Conduct data collection audits as required.
– Conduct field testing of new functionalities within respective applications, as required.
– Support the design and strengthening of operational reports and statistics, including provision of training and user guidance.
– Support discussions and definitions of business requirements for interoperability of local tools and applications within the core applications, in consultation with business owners and relevant governance structures.
– Keep apprised of evolving technology and new business needs to support operational data management systems, including registration, identity and population data management in the country operations;
– Provide business analysis for operational needs.

– 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
Years of Experience / Degree Level
For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education
Computer Science, Information Technology, Economics,
Statistics, Social Science, or other relevant field.

Certificates and/or Licenses
Not specified

Relevant Job Experience
Essential
Excellent computer skills, particularly in data management. Technical expertise in registration, operational data management and individual case management. Knowledge of SQL or Microsoft Dynamics CRM. Knowledge of UNHCR data standards and procedures.
 

Desirable
Previous experience in registration or individual case management, including use of UNHCR proGres and/or BIMS software. Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
DM-Data Management
IT-IT Refugee Systems & Applications
DM-Data collection methodologies
DM-Database Design & Development
DM-Protection Data Management Systems
IT-Biometrics
IT-Business Analysis (BA)
DM-Data Collection and Analysis
TR-Training – Virtual and face to face
(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.

 

Additional Qualifications

Skills

DM-Database Design & Development, DM-Data Collection and Analysis, DM-Data collection methodologies, DM-Data Management, DM-Protection Data Management Systems, IT-Biometrics, IT-Business Analysis (BA), IT-IT Refugee Systems & Applications, TR-Training – Virtual and face to face

 

Education

Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Information Technology, Bachelor of Arts (BA): Statistics

 

 

Other information

This position doesn’t require a functional clearance

Home-Based

No

 

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