A (least hardship)

Family

Family

GS4

General Service

Reason

Regular > Regular Assignment

No

2025-01-01

December 11, 2024

Registration Assistant

Organizational Setting and Work Relationships
The Registration Assistant is a member of the registration team and is supervised by a more senior colleague who normally reports directly to the Registration Officer. 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 responds to queries from asylum seekers and refugees regarding UNHCR’s registration procedures and their rights and entitlements. The Registration Assistant liaises with protection staff and partners to ensure timely identification and referral of persons of concern for protection follow up and 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
– Conduct registration interviews in accordance with local SOPs and registration standards.
– Respond 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
– Act as interpreter and translator when needed.
– Refer cases to other units within the office and to implementing partners as necessary.

– 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
G4 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Social Sciences; Statistics; Mathematics;
Information Technology;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.

Desirable
Experience in working with UNHCR proGres software.

Functional Skills
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.

Eligibility: Only for Internal & UNHCR Experience

Staff members holding an indefinite or fixed-term appointment who, at the date of the dateline for application, are serving in the country operation of the vacancy at the grade of the position or one grade below or above, as well as any candidate serving at higher grades who fulfil the criteria for consideration on a preferred basis.

Other with UNHCR experience also will be given consideration.

If no internal and/or UNHCR Experience applicants apply, or if internal and UNHCR Experience applicants are available for consideration, therefore the vacancy will readvertise/reopen externally.

Operational Context

The Office of the United Nations High Commissioner for Refugees was established on 14 December 1950 by the United Nations General Assembly. The agency is mandated to lead and coordinate international action to protect refugees and other forcibly displaced and stateless persons. It strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another country, with the option to return home voluntarily, integrate locally or identify a third country solution. UNHCR’s assistance programme in Indonesia started in 1979 at the request of the Republic of Indonesia to deal with the Vietnamese boat arrivals. By 1996, over 122,000 Vietnamese refugees found solutions either through resettlement in a third country or voluntary or spontaneous return to their home country. Since then, in accordance to its protection mandate, UNHCR Indonesia has undertaken registration and Refugee Status Determination, facilitated comprehensive solutions, and ensured appropriate protection interventions for refugees and asylum-seekers from more than 50 countries.

UNHCR Representation in Indonesia is in Jakarta, with field team presence in strategic locations across the country, namely Aceh, Makassar, Tanjung Pinang, Pekanbaru and Medan.

The Registration Assistant is a member of the Registration team and is supervised by a more senior member of the team who normally reports directly to Protection Officer. The Registration Assistant is responsible for supporting all activities related to registration, which may also include functions related to reception, filing and data management as well as RSD. The Registration Assistant responds to queries from asylum-seekers and refugees regarding UNHCR’s registration procedures and their rights and entitlements.

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

IT-Computer Literacy

Certifications

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

Competencies

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

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

Compendium

Additional Information

This position doesn’t require a functional clearance

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements