Senior Registration Assistant

Deadline for Applications

December 1, 2025

Hardship Level (not applicable for home-based)

A (least hardship

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate Type

UNOPS LICA

Target Start Date

Terms of Reference

Functional Title : Senior Registration Assistant
Category & Level: UNOPS LICA Level 5
Duty Station : Jakarta, Indonesia
Entry on Duty : 1 January 2026
Duration : Initially until 31 December 2026
Annual Salary : starting IDR including Medical & Pension allowances)
Closing Date : 1 December 2025

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 with 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.

The Senior Registration Assistant is a member of the Registration team. 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 provides counselling to, and responds to queries from, asylum-seekers and refugees regarding UNHCR's registration procedures and their rights and entitlements. S/he liaises closely with protection staff and partners to ensure timely identification and referral of refugees and asylum-seekers for protection follow up. The incumbent is responsible for all activities related to the Digital Gateway (DG) self-service portal, including testing of new functionalities, following up on technical inquiries raised by asylum-seekers and refugees, conducting verification interviews, drafting and/or updating user guide and training materials, and liaising with the relevant Bureau and HQ colleagues to resolve technical issues. The incumbent assists in generating statistics and drafting reports related to the DG self-service portal. The Senior Registration Assistant may assist in compiling and analysing information related to registration activities in the Operation. The incumbent may provide interpretation and/or translation services in cases for which s/he has the required language competencies.

Duties and Responsibilities

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.

- Assist in the implementation of registration strategies and methodologies for POC.
- Conduct registration interviews when required in accordance with registration standards and guidance.
- Provide counselling to, and responds 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.
- Draft correspondence and reports relating to registration activities in the Operation, when required
- Provide statistics and draft reports related to registration data, as requested.
- Act as interpreter and translator when needed.
- Refer cases to other units within the office and to implementing partners as necessary.
- Draft and submit reports and statistics related to registration.
- Perform other related duties as required.

Qualifications/Requirements

Years of Experience / Degree Level

2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

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

Relevant Job Experience

Essential - Good computer skills, particularly in data management.
Desirable - Training in basic principles of international protection. Experience in working with UNHCR proGres software.

Functional Skills

*DM-Data Management
*IT-Computer literacy
MS-Data Collection and Analysis
IT-IT Refugee Systems & Applications
PG-Programme Management (project formulation, programme cycles and reporting standards)
TR-Training/Coaching/Facilitation
EX-Experience in international organization (United Nations or similar)
PR-Experience in Registration

Nationality: Citizen of Indonesia; non-citizen with Indonesian permanent residence.
Languages: Excellent knowledge of English and Bahasa Indonesia (written and spoken).
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.Standard Job Description

Senior Registration Assistant

Organizational Setting and Work Relationships
The Senior Registration Assistant is a member of the Registration team. 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 provides counselling to, and responds to queries from, asylum seekers and refugees regarding UNHCR's registration procedures and their rights and entitlements. S/he liaises closely with protection staff and partners to ensure timely identification and referral of persons of concern (POC) for protection follow up. The Senior Registration Assistant may assist in compiling and analysing information related to registration activities in the Operation. The incumbent 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
- Assist in the implementation of registration strategies and methodologies for POC.
- Conduct registration interviews when required in accordance with registration standards and guidance.
- Provide counselling to, and responds 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.
- Draft correspondence and reports relating to registration activities in the Operation, when required
- Provide statistics and draft reports related to registration data, as requested.
- Act as interpreter and translator when needed.
- Refer cases to other units within the office and to implementing partners as necessary.
- Draft and submit reports and statistics related to registration.

- 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
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
Social Science Statistics Mathematics Information Technology
(Certificates and Licenses marked with an asterisk* are essential)

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

Desirable
Training in basic principles of international protection. Experience in working with UNHCR proGres software.

Functional Skills
*DM-Data Management
PG-Programme Management (programme cycles and reporting standards)
DM-Data Collection and Analysis
RG-Registration SoPs Design/Implementation
TR-Training - Virtual and face to face
IT-IT Refugee Systems & Applications
*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.

Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

DM-Data Collection and Analysis, DM-Data Management, IT-Computer Literacy, IT-IT Refugee Systems & Applications, PG-Programme Management (programme cycles and reporting standards), RG-Registration SoPs Design/Implementation, TR-Training - Virtual and face to face

Education

Certifications

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

Work Experience

Other information

This position doesn't require a functional clearance

Remote

No

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