Database and Registration Officer (P2) N’Djamena, Chad 14 views0 applications

Position Title: Database and Registration Officer

Duty Station: N’Djamena, Chad

Classification: Professional Staff, Grade P2

Type of Appointment: Special short-term graded, 6 months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 31 October 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Comoros; Congo (the); Cook Islands; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Samoa; Sao Tome and Principe; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

There are currently over 240,000 displaced Chadian returnees who have fled Sudan into the east of Chad since April 2023. Additionally, the highest concentration of Internally Displaced Persons (IDPs), an estimated 260,000 IDPs, are living in the Lake Province in a protracted displacement situation but under constant threat of violence perpetrated by non-state armed groups. In addition to violence, environmental events such as yearly flooding and drought result in forced internal displacement, across the country.

The IOM Chad mission is implementing frontline activities as well as taking the lead in the Displacement Tracking Matrix (DTM) programme, which encompasses mobility tracking, flow monitoring, registration and surveys components that aim at supporting evidence-based programming.

As co-facilitator of the working group on population movements and main source of data on displacement and mobility in Chad, the DTM programme is enabling humanitarian actors to plan and respond to needs in Chad and across the region. As part of its beneficiary registration activities to respond to the Sudan Crisis and the ongoing displacement in the Lake Chad Province, IOM is scaling DTM’s in-house Biometric registration system (BRaVe). This system will be coordinated by DTM Chad with the support of DTM West and Central Africa Regional Office and the DTM Global Team, to correctly identify the most vulnerable IDPs and displaced returnees, minimize deduplication and facilitate assistance for IOM and its partners. To bring this activity to scale, DTM requires a technical professional to coordinate and supervise the data governance of the registration system, ensure data quality and data management, and monitor the application of data protection standards. Likewise, the Database and Registration Officer will also provide technical support to the DTM Coordinator for the development of Standard Operating Procedures (SOPs) for the implementation of BRaVe in the East and the Lake, coordinate with partners, train data entry staff and monitor activities.

Under the overall supervision of the Head of Programmes, the direct supervision of the Data and Research Unit Coordinator (Displacement Tracking Matrix (DTM)) in IOM Chad and in close coordination with the Global IDP Registration team, the Database and Registration Officer will be responsible for supervising and coordinating the data management and administration of all related workflows and the administration of Biometric Registration and Verification System (BRaVe).

Core Functions / Responsibilities:

1. Act as a technical focal person for the administration of the biometric registration data throughout the data management cycle, including during collection, processing, storage, use and transfer, and deletion of the data in line with the IOM internal standards and best practices.
2. Ensure the implementation of user access management protocols through the BRaVe system.
3. Check that proactive measures are in place to have accurate, up-to-date, complete, unique (duplicate free) registration data available for the users in the correct data format on time.
4. With the support of the Database Assistant, coordinate with the emergency programme units in the East and the Transition and Recovery Division (TRD) unit in the Lake on the data requirements and help to customize the data collection tools to meet the needs and maintain the integrity of the data fields across the various registration activities conducted for different programmes.
5. Coordinate with the program teams and partners, and provide technical inputs on the operational registration and verification plans to help ensure the system configurations are updated to meet the requirements and available for further data processing.
6. Coordinate with World Food Programme (WFP) colleagues to facilitate the transfer of Biometric data jointly collected on their digital system, in the Lake Province, as per the Data Sharing Agreement.
7. With the support of the Database Assistant, ensure the timely consolidation of the data from the field, execution of the biometric deduplication to identify the possibly duplicated records and clean such duplicates through the adjudication process before the data is ready for use by the programmes and partners.
8. With the support of the Database Assistant, process the data requests from the internal departments and external partners after checking the requests follow the IOM data-sharing protocols.
9. Ensure the data quality at both sending and receiving ends during the reciprocal data exchange between the partners by implementing correct management practices and following data interoperability protocols.
10. With the support of the Database Assistant, analyze the data regularly for accuracy, completeness, and uniqueness and provide feedback that helps to improve the data collection processes and operational arrangements.
11. Act as a technical focal point for the management of the BRaVe support in close coordination with Information and Communication Technology (ICT), the senior enumerators, and team leaders to help ensure the technical issues are investigated and resolved promptly.
12. Under the supervision of the DTM Coordinator and with support from the Senior DTM Assistant, monitor registration activities in the field and coordinate with the external partners and the community leaders on the registration activities.
13. In close coordination with the DTM Coordinator and with support from the Senior DTM Assistant and Database Assistant, monitor the activities and provide feedback to help improve the process of registration.
14. Contribute to the development of workplans for the data management activities and allocate tasks to the team members, monitor the progress and the quality and provide regular feedback to the team to facilitate the quality and timely output from the team.
15. Train data entry clerks on the use of the biometric registration software including assisting with the preparation of the training materials in close coordination with BRaVe support team.
16. With the support of the Database Assistant and the DTM Reporting Assistant, produce customized reports as per the requirements of the programmes.
17. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Computer Science, Mathematics, Information Management, Statistics or other related fields from an accredited academic institution with two years of relevant professional experience; or,
• University degree in the above-mentioned fields with four years of relevant professional experience.

Experience

• Experience in Information Management, emergency humanitarian operations; management and coordination of information flows, data management including collection, storing, processing, and analysing data to generate information products;
• Experience working with international organizations and humanitarian/assessment operations;
• Experience in DTM and/or BRaVe is a distinct advantage;
• Experience in the administration of biometric registration systems and experience in handling relevant issues such as migration, displacement, and humanitarian assistance;
• Experience with handling confidential data is essential; and,
• Experience building the capacity of staff and managing staff.

Skills

• In-depth knowledge of the latest technological developments in information technology and information system;
• Demonstrated ability for leadership in the context of partnership building and consensual decision-making;
• Proven skills in analysis of statistical information and database management;
• Ability to formulate database-related technical requirements and Operating Procedures;
• Ability to compile and holistically analyse diverse datasets;
• Demonstrated understanding of different data collection methodologies;
• Knowledge and understanding of relational data theory;
• Demonstrated team-building skills; and,
• Knowledge of the region is an advantage.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English and French is required (oral and written). Working knowledge of Arabic is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level 2

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

iom_revised_competency_framework_external

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.