Grade

GS5

General Service

Reason

Temporary > Temporary Assignment/ Appointment

H (no hardship)

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2024-04-01

2024-12-31

March 23, 2024

Standard Job Description

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.

RECRUITMENT SUBJECT TO FUNDING

ADDITIONAL INFORMATION

Candidates must be legally authorized to work in Italy.

English is the official working language of UNHCR in Italy. Only applications fully completed in English will be considered.

Only short-listed candidates will be contacted.

Assessment of short-listed candidates might comprise of both an interview and a written test.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. UNHCR has a ZERO TOLERANCE policy on sexual exploitation and abuse, and sexual harassment. Successful candidates will be subject to mandatory UN Sexual Exploitation and Abuse and Sexual Harassment clearance check prior to receiving an offer.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

All applications will be treated with the strictest confidentiality.

In case of any queries, please contact the Italy HR Team at itarovacancies@unhcr.org.

NATURE OF THE POSITION
UNHCR has been part of the Italian decentralized Refugee Status Determination (RSD) procedure between 2005 and 2018, as fully-fledged member of the Territorial Commissions (TCs) for the recognition of international protection. Since 2018, UNHCR has started a gradual disengagement from direct decision-making in RSD, while designating and introducing independent experts as components of the Territorial Commissions, in lieu of UNHCR staff. In this new context, and with a view to supporting the asylum procedure in all its phases, in 2023 and 2024 specific focus will be placed on enhancing access to the RSD procedure and quality of registration, in close collaboration with competent authorities.

Under the supervision of the Senior Protection Associate (RSD/Legal/Statelessness), and the coordination of the Protection Associate (Access to the Procedures), the Senior Registration Assistant will contribute to the implementation of activities aimed at enhancing quality of registration. Notably, within the Immigration Office where s/he will be deployed, s/he will: contribute to the registration of asylum applications, ensuring quality and essential information collection during the registration interview and pre-identification of vulnerability indicators, aimed at prioritization, adequate channeling and referral of PSN; provide information to asylum applicants on the procedure and contribute to the development of information materials wherever necessary; identify relevant procedural gaps to be addressed through ad hoc coaching and advocacy at the local or central level; perform capacity development activities for Immigration Office personnel; contribute to the development of SOPs on quality and efficient registration and to any advocacy document or initiative which will be carried out by the office at the national level, as required.

Expertise on the international framework on refugee status determination (RSD) and on the Italian asylum legislation and procedures are required, as well as proficiency in Italian and advanced knowledge of English. Previous experience in registration and collaboration with Police forces and language skills – notably advanced knowledge of one or more of the following languages: French, Arabic, Spanish, Bengali, Punjabi, Urdu – are an asset.

This position doesn’t require a functional clearance

English

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Italian

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,

,

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

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