B

Family

Family

GS5

General Service

Reason

Regular > Regular Assignment

No

2024-05-01

April 7, 2024

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. 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.

– 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
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.

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.

– The ideal candidate should have demonstrated experience in Registration and identity management related functions. Previous experience as a Senior Registration Assistant is preferred.
– Knowledge of UNHCR’s Registration and Identity Management SOPs and demonstrate advanced technical expertise in utilizing, observing, testing, and providing guidance on UNHCR’s standard registration tools, including ProGres V4, RAIS, and familiarity with PXI Protection Escalation and Scheduling modules.
– Experience in supervising and coaching teams and a track record of drafting reports and analyzing data is preferable. S/he must be able to work under pressure, promote a positive working environment, and communicate effectively within the Registration Unit and with other units.
– Very good drafting and communication skills in English is desired.
– S/he should have a high level of flexibility, adaptability, and planning skills.
– Demonstrated experience in interviewing for protection and referrals.
– Demonstrated skills in communication, conflict mitigation, time management, delegation and handling multiple competing priorities.
– Training in basic principles of international protection and Case management experience is desired.
– Good computer skills, particularly in data management is an asset.

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Operational context

Occupational Safety and Health Considerations:

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

Nature of Position:

The Senior Registration Assistant is a member of the Registration team and will have direct supervisory responsibilities in the Registration Unit. The incumbent will primarily be responsible for providing guidance on registration matters to staff (Registration Assistants and Receptionists). S/he 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. 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 analyzing information related to registration activities in the Operation. S/he will also assist in face-to-face counseling/interviews with refugees at the UNHCR Reception Center resolving complex cases. S/he will be expected to follow up on incoming and outgoing referrals to ensure they are attended to in a timely manner. The incumbent may provide interpretation and/or translation services in cases for which s/he has the required language competencies.

Living and Working Conditions:

Lebanon continues to host the highest number of refugees per capita and per square kilometre in the world. The Government of Lebanon estimates that there are 1.5 million displaced Syrians living in Lebanon in addition to some 11,200 refugees of other nationalities as well as asylum seekers. Refugees live across nearly all municipalities in Lebanon in both urban and rural areas, as well as in informal tented settlements. The 2023 Vulnerability Assessment for Syrian Refugees in Lebanon (VASyR) indicates that 9 out of 10 Syrian refugees continue relying on humanitarian assistance to survive.

Under the auspices of the Resident/Humanitarian Coordinator, UNHCR co-led the planning process to develop a new, integrated humanitarian and stabilization response framework in 2024. The new ‘Lebanon Response Plan’ (LRP) will seek to respond comprehensively to the impact of the multiple crises in Lebanon on both people and institutions in a holistic and integrated manner.

Compounding the refugee situation are the unprecedented economic and financial crises, further exacerbated by the hostilities in southern Lebanon since October 2023, that Lebanon is facing, which have contributed to a substantial deterioration of the socio-economic situation since 2019 and affected everyone, including refugees and Lebanese people.

Lebanon is currently amid an unprecedented combination of an economic and financial crisis, extensive unemployment, political instability, a deteriorating security situation and a negative rhetoric against Syrian refugees. On 31 October 2022 Lebanon officially entered an institutional vacuum in both the Presidency and Premiership. This has created a heightened tension environment that might evolve into politically motivated protests, intermittent skirmishes, and terrorist attacks in the coming period if the impasse continues to be prolonged. Subsequently, ongoing clashes along the Blue Line across Lebanon’s southern border with a possible expansion of hostilities to other areas in the country, the current notable increase in crime rate, bank break-ins, prison breaks and smuggling of individuals by sea, are likely to continue in the light of the large proliferation of weapons, but also the limited capacity of security authorities given the financial crises. UN staff remain indirectly affected by crime and the overall deteriorating security situation.

Further deterioration of support services is affecting the overall living conditions across the country. The major challenge is the provision of reliable electricity supply across the country. Many of the residential buildings had installed generator-based backup systems, however, due to diesel shortages and increased fuel prices, electricity cuts are noticeable, between 6 to 20 hours a day. The cost of reliable electricity supply increased significantly and can be up to USD 1,000 per month. The shortage in medical supplies and the availability of medical specialists also need to be considered during the application process. Due to the collapse in the banking sector, many international staff are not using local banks for their finances and relying more on international bank accounts to make transfers or on transfers through financial service companies, or bringing larger amounts of USD in cash into the country.

UNHCR in Lebanon has over 500 staff across offices in Beirut and Zahle (classified by ICSC in July 2023 as ‘B’ family duty stations), as well in Tripoli, Qobayat, and Tyre (classified as category ‘C’ family duty stations). The current overall situation in the region is closely monitored and the applicants should be aware of overall developments in the security situation on the ground that may affect the classification of the duty stations.

The timely issuing of entry visas and residence permits has proven to be a challenge for UNHCR Lebanon, which may delay the staff member’s assignment process, including their dependents. Even though personnel can visit Lebanon using the UNLP and will receive a 6-month visa upon arrival, such visas cannot be converted into residency permits to regularize the stay of international staff in Lebanon. It is imperative that staff arriving from abroad to take up an assignment in Lebanon has to secure an official visa to be approved by the Ministry of Foreign Affairs and other government entities (if needed). The process of obtaining approvals on official visas varies with the type of visa granted. In a normal situation, it takes between 15 and 30 working days (depending on the type of visa). As for the residency permit process for international staff members and their dependents, it can only be initiated after securing the official visa and entering Lebanon using it.

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

Certifications

Information Technology – Other, Mathematics – Other, Social Sciences – Other, Statistics – Other

Competencies

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

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

Compendium

Additional Information

This position doesn’t require a functional clearance