Senior Registration Assistant

Terms of Reference

1. General Background
The process of registering new arrivals, including refugees and asylum seekers, in Puntland is a joint effort between UNHCR and the Ministry of Interior Federal Affairs and Democratization (MOIFAD). The Ministry handles the initial screening and refers individuals to UNHCR for biometric registration in proGres. The UNHCR focus is to facilitate registration for newly arrived individuals and to maintain an ongoing process of registration and verification confirming existing registration data within in ProGres, updating changes caused by births, marriage, deaths, divorce, new arrivals, departures, among others.

As of October 2024, there were some 15,600 refugees and asylum seekers registered under SO Galkayo including 4,114 (26.4%) refugees and 11,486 (73.6%) asylum seekers. The registration process is significantly linked to the presence of registration staff and capacity, notably in Galkacyo, Garowe, and Gardo, where protection staff have assumed registration responsibilities.

The office uses ProGres v.4, which is essential for capturing accurate baseline information on refugee potential, assets, and vulnerabilities. This information is crucial for evidence-based programming, particularly in areas such as skills, livelihoods, and education and RST. Enhancing the quality and accuracy of registration data is of utmost importance to facilitate precise targeting and the effective delivery of assistance, as well as the identification of cases requiring urgent solutions, including resettlement.

On similar note, there are over 486,000 IDPs in Puntland and Galmudug states. In line with UNHCR’s Protection Strategy, UNHCR Somalia has initiated Vulnerability Assessment (VA) as an identification and selection tool with subsequent IDP enrollment in proGres for assistance and service (when access to IDPs possible).

2. Purpose and Scope of Assignment

The Senior Registration Assistant is a member of the protection team and is supervised by the Protection Officer. She/he covers registration activities in Garowe and Galkayo. She/he is responsible for supporting all activities related to registration, and with ensuring that registration is effectively used for the identification of specific protection needs, for the management of operations, and for the achievement of durable solutions.

The Senior Registration Assistant provide day-to-day supervision, direction and support to UNHCR staff engaged in registration and related activities (including Reception, Filing and Data Management staff), and monitors the efficiency and quality of registration processes, identity and entitlement documentation activities and population data management. She/he collaborates closely with Protection, Programme, Operational Data Management and Information Management colleagues as well as with Government authorities and partners on the provision of quality population data for the delivery of registration activities.

3. Functional Statement

Accountability (key results that will be achieved)

• Access to asylum, registration and documentation improved: refugees and asylum seekers have improved access to asylum, respect for non-refoulment, registration and documentation.
• Continuous registration conducted to refugees and asylum seekers.
• Support is provided to the development of a registration workplan, which incorporates an age, gender and diversity analysis and reflects the operation’s priorities.
• Registration capacities are improved through direct engagement and capacity building initiatives with all relevant partners particularly government.
• Registration- related concerns are immediately identified and addressed.

Responsibility (process and functions undertaken to achieve results)
• Conduct new arrival registration jointly with the government.
• Provide technical guidance for government, Partner, and UNHCR staff on the use of PRIMES tools i.e. UNHCR registration and case management tools including proGres, CashAssit, GDT, and others.
• Organize, facilitate, and conduct IDP enrollments either through partners or direct implementation.
• Lead continuous registration process and integrate enhanced registration into the new arrival registration system.
• Assist in the implementation of registration strategies and methodologies.
• Ensure proGres as a protection tool and assist protection staff with continuous registration.
• Conduct registration interviews when required by registration standards and guidance.
• Collaborate with protection staff and/or partners in the delivery of assistance and programming, including provision of identity and entitlement documentation.
• Support government counterpart GCRI and MOIFAD on new arrival registration.
• We are ensuring the refugee and asylum seekers’ physical files are kept by the operational standards.
• Provide Training and on-job coaching on proGres for UNHCR and Partner staff.
• Collaborate with protection staff and/or partners in the delivery of assistance and programming, including provision of identity and entitlement documentation.
• Provide statistics and draft reports related to registration data, as requested.
• Maintain accurate and up-to-date records and data related to all individual registration cases.
• Perform other related tasks as required.

Authority (decisions made in executing responsibilities and to achieve results)
• Conduct continuous registration for refugees and asylum seekers.
• Support the organization, facilitation and reporting of Registration-related meetings.
• In coordination with Protection Officers, liaise with government authorities and relevant stakeholders.
• Provide support and guidance to registration capacity/response implementing the Registration Backlog reduction Strategy as part of a core Protection intervention in the operation.
• Develop and lead Registration capacity building initiatives.

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

5. Essential Minimum Qualifications and Professional Experience Required

 Education & Professional Work Experience
3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.

Field(s) of Education
Not applicable.

Relevant Job Experience
Good computer skills, particularly in data management.

FEMALES ARE ENCOURAGED TO APPLY

6. Desirable Qualifications and Competencies

Desirable
Training in basic principles of international protection. Experience in working with UNHCR proGres
software.
Functional Skills
*IT-Computer Literacy
IT-IT Refugee Systems & Applications
DM-Data Collection and Analysis
*DM-Data Management

Certificates and/or Licenses
Computer science/Information Technology (IT)
Social sciences;
Statistics;
Mathematics;
Information technology;

Standard Job Description Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

Education

Certifications

Work Experience