Senior Information Management Assistant

at  United Nations High Commissioner for Refugees UNHCR

Hardship Level (not applicable for home-based)
C
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate Type

UNOPS LICA5

Target Start Date
2025-01-01
Deadline for Applications
November 11, 2024
Terms of Reference
1. General Background
The UNHCR Representation in Venezuela is comprised of the Country Office in Caracas, two Field Offices located on the border with Colombia (San Cristobal and Maracaibo), as well as three Field Units, one in Caracas, the capital district; Carupano (Sucre) in the border with Trinidad and Tobago and Guyana; and Santa Elena de Uairen in the border with Brazil. The operational context in Venezuela remains challenging, affecting both refugees and asylum seekers and the Venezuelan population in humanitarian crisis, including displaced persons, returnees, and people on-the-move.
Since 2019, the United Nations and other humanitarian actors have been addressing the humanitarian situation in Venezuela. To ensure a coherent and coordinated approach throughout the Humanitarian Program Cycle, a Humanitarian Coordinator (HC) was appointed, a Humanitarian Country Team (HCT) was established, and a humanitarian coordination structure was set up in the country following international IASC guidelines. Eight clusters and two Areas of Responsibility (AoR) were officially activated by the IASC upon request by the HC. In Venezuela, UNHCR was designated as the Lead Agency for the Protection, and Shelter, Energy and NFI Clusters, reflecting the global commitment in conflict-related emergencies under the Cluster Approach, in accordance with the guidelines established by the Inter-Agency Standing Committee (IASC). When activated at the country level, the cluster takes responsibility for coordinating with humanitarian partners and key stakeholders (such as other clusters, government authorities, etc.). This ensures a coordinated approach to effectively meet the needs of affected populations by strengthening leadership, coordination, and accountability within the humanitarian Protection and Shelter sectors.
The Senior Information Management Assistant assists in the production and dissemination of information on the population of concern, including but not limited to the scope of work of Protection and Shelter Clusters.
The position is supervised by a more senior position at the field level and receives functional guidance and support from IM specialists at country/regional and global level. Subject to the nature of the task/assignment, he/she will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues. The position has no supervisory role. The incumbent may play a liaison role with the national and local authorities for gathering and exchange of data.
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.

1. Purpose and Scope of Assignment

• Assist in the revision, validation, update, and analysis of information from UNHCR-Lead Clusters partner organizations on Who is Doing What Where (5W) on monthly bases ensuring data cleaning processes.
• Considering the information requirements of the UNHCR-Lead Clusters for the HNO-HRP processes, assist in the definition of intersectoral data collection instruments and in the data collection process, data cleaning, and analyse and compile relevant available information.
• Assist in ensuring all subnational and national cluster members are aware of the reporting mechanism and sharing information processes in place and keeps bilateral discussions with the Shelter cluster members when relevant.
• Considering the information requirements of the UNHCR-lead Clusters, assist in the management of Information Products including the design, data collection, analysis, visualization and sharing, with relevant counterparts including Cluster members, donors, and other relevant counterparts.
• Assist in the collection and visualization of GIS data.
• Perform other related duties as required.

1. Monitoring and Progress Controls
   The Senior IM Assistant will receive regular guidance and advice from the supervisor. S/he participates in meetings/working groups related to the Inter Cluster Information Management Working Group to coordinate work on common processes. The incumbent will assist the production of information for the Protection and Shelter Clusters.
   A workplan will be prepared at the beginning of the contract between the incumbent and the supervisor to define key activities and project timelines to ensure an efficient delivery of expected outputs and products. Weekly meetings will be organized between the supervisor and the consultant to discuss advances, track progress, and discuss how to overcome potential challenges.
2. Qualifications and Experience
   a. Education (Level and area of required and/or preferred education)
   Preferred education: Bachelor’s Degree in Information Technology, Demography, Statistics, Social Sciences, or other related fields.
   b. Work Experience

Essential

• 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
• Experience with handling confidential data and demonstrated understanding of different data collection methodologies.

Desirable

• Successful participation in the Operational Data management Learning Programme.
• Experience in web design, software development, experience with relevant software such as ArcGIS, QGIS, Power BI, Power Query, Kobo, Activity Info, Mailchimp, Mapinfo, SPSS, EpiInfo6, SQL Server, and/or progress are assets.
• Experience with HTML, PHP, ASP and/or Java is an asset.
• Ability to formulate IM-related technical requirements and Operating Procedures.

c. Functional Skills
DM-Data collection methodologies
IM-Epi Info Software
IT-Geographic Information Systems (GIS)
IM-Information Management (related technical requirements & Operating Procedures)
IM-Statistics Analysis
IT-Microsoft Excel
d. Language Requirements
Knowledge of English language is an asset.
e. Key Competencies
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Cross-Functional Competencies
Analytical Thinking
Innovation and Creativity
Technological Awareness
f. Travel requirements
Contractor may be required to travel 20% of the time to locations other than their assigned work location.
Standard Job Description
Senior Information Management Assistant
Organizational Setting and Work Relationships
The Senior Information Management Assistant assists in the production and dissemination of information on the population of concern, including but not limited to Protection and Programme information.
The position is supervised by a more senior position at the field level and receives functional guidance and support from IM specialists at country/regional and global level. Subject to the nature of the task/assignment, he/she will work independently on routine tasks, while will follow instructions of the supervisor for more complex issues. The position has no supervisory role. The incumbent may play a liaison role with the national and local authorities for gathering and exchange of data.
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 operationalizing country-specific common data standards and promoting them with partners.
• Assist in compiling and aggregating information elements required to produce standardized information products and implement data/information collection plans for baseline and context-specific data.
• Support the operation in the analysis of processed data and information and perform data quality and consistency control.
• Facilitate the analysis of cross-border information between relevant countries.
• May be required to collect GIS data, update maps and undertake field trips to project sites.
• May be required to participate in Needs Assessment processes, specifically in data collection, processing/collation and data exploration.
• Liaise with partners and represent UNHCR in meetings related to the functions.
• Decide on appropriate resolution to data management problems and escalate issues to the supervisor if incident cannot be resolved.
• 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
Years of Experience / Degree Level
For 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
Information Technology, Demography, Statistics, Social Sciences
Operational Data management Learning Programme
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Experience with handling confidential data and demonstrated understanding of different data collection methodologies.
Desirable
Successful participation in the Operational Data management Learning Programme.
Experience in web design and software development is an asset.
Experience with relevant software such as ArcGIS, Mapinfo, SPSS, EpiInfo6, SQL Server, and/or proGres.
Experience with HTML, PHP, ASP and/or Java is an asset.
Ability to formulate IM-related technical requirements and Operating Procedures.
Functional Skills
DM-Data collection methodologies
IM-Epi Info Software
IT-Geographic Information Systems (GIS)
IM-Information Management (related technical requirements & Operating Procedures)
IM-Statistics Analysis
IT-Microsoft Excel
(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.
Required Languages
Spanish
,
,
Desired Languages
English
,
,
Additional Qualifications
Skills
DM-Data collection methodologies, IM-Epi Info Software, IM-Information Management (related technical requirements & Operating Procedures), IM-Statistics Analysis, IT-Geographic Information Systems (GIS), IT-Microsoft Excel
Education
Certifications
Demographics - Other, HCR Operational Data Management Learning Program - UNHCR, Information Technology - Other, Social Sciences - Other, Statistics - Other
Work Experience
Other information
This position doesn’t require a functional clearance
Home-Based
N

2. Purpose and Scope of Assignment

• Assist in the revision, validation, update, and analysis of information from UNHCR-Lead Clusters partner organizations on Who is Doing What Where (5W) on monthly bases ensuring data cleaning processes.
• Considering the information requirements of the UNHCR-Lead Clusters for the HNO-HRP processes, assist in the definition of intersectoral data collection instruments and in the data collection process, data cleaning, and analyse and compile relevant available information.
• Assist in ensuring all subnational and national cluster members are aware of the reporting mechanism and sharing information processes in place and keeps bilateral discussions with the Shelter cluster members when relevant.
• Considering the information requirements of the UNHCR-lead Clusters, assist in the management of Information Products including the design, data collection, analysis, visualization and sharing, with relevant counterparts including Cluster members, donors, and other relevant counterparts.
• Assist in the collection and visualization of GIS data.
• Perform other related duties as required

Duties

• Assist in operationalizing country-specific common data standards and promoting them with partners.
• Assist in compiling and aggregating information elements required to produce standardized information products and implement data/information collection plans for baseline and context-specific data.
• Support the operation in the analysis of processed data and information and perform data quality and consistency control.
• Facilitate the analysis of cross-border information between relevant countries.
• May be required to collect GIS data, update maps and undertake field trips to project sites.
• May be required to participate in Needs Assessment processes, specifically in data collection, processing/collation and data exploration.
• Liaise with partners and represent UNHCR in meetings related to the functions.
• Decide on appropriate resolution to data management problems and escalate issues to the supervisor if incident cannot be resolved.
• 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