Deadline for Applications

December 8, 2025

Hardship Level (not applicable for home-based)

U (unclassified)

Family Type (not applicable for home-based)

No designation

Staff Member / Affiliate Type

CONS Local

Target Start Date

2025-11-28

Terms of Reference

TERMS OF REFERENCE

Title: Registration Associate
Project: UNHCR Rwanda/2025/E12925
Duty station: Nyabiheke Field Unit, Rwanda
Section/Unit: Registration Unit/UNHCR Rwanda
ICA Level: LICA6 (Corresponding level: G6)
Duration: From November 2025 to December 2026 (renewable)
Supervisor: Assistant Protection Officer, NOA

General Background

The Government of Rwanda (GoR), through the Ministry of Emergency Management (MINEMA) and the Directorate General of Immigration and Emigration (DGIE), leads the national refugee response in coordination with the United Nations High Commissioner for Refugees (UNHCR). The UNHCR Representation in Rwanda comprises a Branch Office in Kigali and Field Offices in Huye, Karongi, and Kirehe.

As of September 2025, Rwanda hosts more than 137,000 refugees and asylum-seekers. The primary nationalities of concern continue to be from the Democratic Republic of the Congo and Burundi, with Congolese comprising roughly 61 % and Burundians about 38 % of the total registered population. Approximately 90 % of the refugee population lives in camp-based settings across five primary refugee camps: Kiziba, Nyabiheke, Kigeme, Mugombwa, and Mahama, with the remainder residing in urban or semi-urban locations such as Kigali, Huye, and Bugesera districts.

Since April 2015, UNHCR has supported reception and transit facilities such as Kijote and Nyarushishi, which are utilized for returning Rwandan nationals mainly from the DRC. More recently, from November 2022, a new emergency reception facility, Nkamira Transit Center, was established to accommodate Congolese new arrivals fleeing the DRC.

In addition, Rwanda hosts the Gashora Emergency Transit Mechanism (ETM) in Bugesera district, which was established in September 2019 under a Memorandum of Understanding (MoU) between the GoR, UNHCR, and the African Union (AU), to receive evacuees from Libya under humanitarian evacuation/resettlement schemes.

Within the registration and documentation domain, UNHCR and the GoR collaborate to conduct registration and related data-management activities for populations of concern. This includes registering new arrivals, updating biodata (contact/address changes, education/skills, vital events such as births, deaths, marriages, and divorces), identifying persons with specific needs for protection referrals, issuing documentation (Proof of Registration, refugee identity documents issued by the national ID authority – NIDA), and managing filing, records, and returnees, refugee and asylum seekers population databases.

Purpose and Scope of Assignment

The Registration Associate is a member of the registration team and is supervised by a more senior colleague and, in some cases, reports directly to the Protection Officer or the Registration Officer. The incumbent is responsible for supporting all registration-related activities, which may include functions related to reception, filing, and data management. The incumbent will undertake the following tasks:

Conduct registration and identity verification activities in accordance with local SOPs and registration standards.

Respond to queries from Returnees and other population groups regarding UNHCR”s registration procedures and their rights and entitlements.

Maintain accurate and up-to-date records and data related to all individuals in registration cases, including returnee cases and the results of the identity verification process.

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 the provision of identity and entitlement documentation.

Refer cases to other units within the office and implementing partners as necessary.

Provide statistics and draft reports related to registration and verification data, as requested.

Perform the filing and documentation activities as an integral part of the registration and verification process.

In consultation with the supervisor, make decisions related to the day-to-day operations of the registration unit and devise registration procedures that are efficient and effective.

Perform other related duties as required.

Monitoring and Progress Controls

The performance of the incumbent will be assessed through regular feedback from the supervisor and periodic reviews. Key performance indicators will include the quality, accuracy, and timeliness of registration and verification data, statistical reporting, and documentation, as well as the efficiency of registration processes and compliance with established standard operating procedures. The incumbent is also expected to consistently uphold the highest standards of professionalism, integrity, and respect for diversity in the delivery of duties.

All UNHCR staff members are accountable for performing their responsibilities as outlined in their job descriptions and within their delegated authorities, in line with the UNHCR regulatory framework. This framework comprises the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions, and other accountability mechanisms. In fulfilling these obligations, the incumbent must demonstrate alignment with UNHCR’s core, functional, cross-functional, and managerial competencies and contribute to a safe, inclusive, and respectful working environment that ensures protection principles are consistently applied.

Qualifications and Experience

Education, Certificates, and/or Licenses

Education: 3 years relevant experience with a High School Diploma; or 2 years relevant work experience with a Bachelor”s or equivalent or higher.

Certificates and/or Licenses: Social Science, Statistics, Mathematics, Information Technology.

Work Experience

Years of Experience: 3 years relevant experience with a High School Diploma; or 2 years relevant work experience with a Bachelor”s or equivalent or higher.

Relevant Job Experience: Essential (Experience in working with UNHCR proGres software, Good computer skills, particularly in data management), Desirable (Training in basic principles of international protection).

Functional Skills:

PR-Experience in Registration*

IT-Computer literacy*

DM-Data Management*

MS-Data Collection and Analysis

IT-IT Refugee Systems & Applications

TR-Training – Virtual and face-to-face

EX-Experience in an international organization (United Nations or similar)

(Functional Skills marked with an asterisk* are essential)

Language Requirement

Fluency in English and Kinyarwanda, and a very good working knowledge of regional languages. Knowledge of French will be an added advantage.

Key Competencies

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Cross-Functional Competencies:

Analytical Thinking

Technological Awareness

Planning and Organizing

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.

Standard Job Description

Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

Education

Certifications

Work Experience

Other information

This position doesn”t require a functional clearance

Remote

Yes