JOB DESCRIPTION

B

Family

Family

GS6

General Service

Reason

Regular > Regular Assignment

2025-09-01

August 4, 2025

Registration Associate

Organizational Setting and Work Relationships
The Registration Associate is a member of the Registration team and is normally supervised by the Registration Officer. The Registration Associate 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.

Depending on the size and structure of the Office, the Registration Associate may 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. The Registration Associate 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.

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 populations of concern.
– Assist in the supervision and daily running of registration team activities, where required.
– 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 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.
– In consultation with the supervisor, make decisions related to the day-to-day operations of the registration unit and devise registration procedures which are efficient and effective.
– 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
For G6 – 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.

Certificates and/or Licenses
Social sciences;
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
*IT-Computer Literacy
IT-IT Refugee Systems & Applications
DM-Data Collection and Analysis
*DM-Data Management
CL-Programme/Project Mgmt (formulation, implementation, programme cycles and reporting)
TR-Training – Virtual and face to face
RG-Registration SoPs Design/Implementation
(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.

Nature of the Position

The Registration Associate (G6) plays an important role in supporting the implementation of UNHCR Zambia operation’s 2025–2028 Multi-Year Strategy, with a particular focus on advancing national commitments made by Zambia to the Global Refugee Forum as they relate to registration and identity management of the forcibly displaced. These include the digital inclusion of refugees in the Integrated National Registration Information System (INRIS), improved birth registration for children born in Zambia, and strengthened refugee inclusion in national statistics and services.

The position directly contributes to the operationalization of the 2024 National Registration Roadmap and supports the alignment of refugee registration processes with the objectives of Zambia’s Civil Registration and Vital Statistics Strategic Plan (2021–2025) and the 8th National Development Plan (2022–2026).

Working under the supervision of the Registration and Identity Management Officer (P3) and in close coordination with the Office of the Commissioner for Refugees (COR) and the Department of National Registration, Passport and Citizenship (DNRPC), the incumbent ensures that refugee registration systems generate complete, accurate, and timely data to support protection, programming and advocacy. The role includes technical support for the implementation of UNHCR’s PRIMES tools, including proGres v4, RApp, BIMS, DataPort, and GDT, and helps ensure their effective use by government, UNHCR and partner staff.

The Registration Associate supports day-to-day registration operations, including the oversight and mentoring of COR staff involved in registration, data management, reception and filing. The position contributes to the integration of civil registration – particularly birth registration – into refugee registration processes, and supports broader efforts to harmonize identity and civil documentation in line with national systems. The role also includes preparation of statistical reports, quality control of registration data, and support to data-driven planning and reporting. As part of UNHCR’s efforts to strengthen accountability to affected populations, the Registration Associate is expected to contribute to PSEA and anti-fraud measures, support the functioning of complaints mechanisms, and assist with information provision and training where appropriate.

If and where required, the Registration Associate may assist with conducting registration interviews in accordance with UNHCR’s standards and guidelines and may provide interpretation or translation support. The role requires strong analytical and coordination skills, and the ability to work collaboratively with government partners, development actors, and other stakeholders to promote refugee inclusion in national systems. Ultimately, the position supports the strategic aim of a government-led, protection-oriented asylum and registration system in which forcibly displaced persons are visible in public systems and can access services and opportunities on par with host communities.

Desired Candidate Profile

The ideal candidate will have a solid background in registration, identity management, or data systems, gained through work in development, humanitarian, or government settings. Experience working with refugee populations or within displacement contexts is highly desirable. Familiarity with UNHCR’s PRIMES tools such as proGres v4, BIMS, or Rapp is an asset, though not a requirement, provided the candidate can demonstrate strong technical capacity and a willingness to quickly learn new systems.

A good understanding of Zambia’s national registration frameworks will be important, particularly as they relate to civil registration, vital statistics, and digital identity systems. Knowledge of national policy instruments such as the Civil Registration and Vital Statistics Strategic Plan (2021–2025), the 8th National Development Plan, or the Integrated National Registration Information System (INRIS) will be advantageous. Awareness of Zambia’s Global Refugee Forum pledges or broader efforts to integrate marginalized groups into national systems would further strengthen a candidate’s profile.

The ideal candidate must demonstrate strong analytical and coordination skills, the ability to work across teams, coordinate with government counterparts, and/or development actors, and support capacity-building efforts. A background in delivering training or providing technical support to partners or government officials would be an asset.

The ideal candidate must be able to apply protection-sensitive approaches to data management and registration, including an understanding of data protection, confidentiality, anti-fraud safeguards, and accountability to affected populations. The candidate must therefore have a sound understanding of risk-based approaches to work, fraud mitigation and prevention, duty to report suspicions of fraud, as well as documentation of suspected or reported incidents of fraud by clients, colleagues, partners, or third parties.

Strong organisation, and problem-solving skills are essential, as is the ability to work effectively in a multicultural, fast-paced environment. Experience with digital ID systems, civil documentation, or birth registration processes would be beneficial.

The candidate must have the ability to meet deadlines in a fast-paced working environment, with the ability to manage competing priorities effectively while maintaining the highest professional standards. Moreover, the candidate must have excellent and demonstrated communication skills in English, both verbal and written, to communicate sometimes complex ideas and information in a clear, jargon free manner and adapted to different audiences. Above all, the successful candidate will be adaptable and committed to supporting inclusive, data-driven solutions for vulnerable populations.

Operational Context

UNHCR was established on 14 December 1950 by the UN General Assembly. The agency is mandated to lead and coordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It strives to support States to ensure that everyone forced to flee can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country (www.unhcr.org).
In Zambia, UNHCR supports the Government of Zambia to provide an enabling protection environment that allows asylum-seekers, refugees and former refugees to be protected, be self-reliant and achieve durable solutions. UNHCR has been present in Zambia since 1967. UNHCR in Zambia has three field offices/units (one in Solwezi, one in Kawambwa, one in Kaoma) and a Representational Office in Lusaka.
Zambia is a signatory to the 1951 Refugee Convention and its 1967 Protocol, reaffirming its commitment to international refugee protection standards. The country”s asylum and refugee response are governed by the Refugees Act of 2017, which provides the legal framework for refugee status determination, rights, and obligations of refugees, as well as their access to protection and assistance in Zambia. In addition, Zambia”s National Refugee Policy and its Implementation Plan provide a structured approach to refugee management, promoting self-reliance, inclusion in national systems, and durable solutions in line with international and regional commitments.

As of 30 June 2025, Zambia hosts some 111,262 forcibly displaced persons (82,017 refugees; 11,159 asylum seekers and 18,086 former refugees and others of concerns) in three refugee settlements and other urban areas including Lusaka. The vast majority live in the three refugee settlements, namely Mayukwayukwa (27,051), Meheba (45,973), Mantapala (9,480), and some (28,757) have settled in urban locations. The Government of the Republic of Zambia (GRZ) coordinates asylum and refugee management through the office of the Commissioner for Refugees (COR) in the Ministry of Home Affairs and Internal Security and in close collaboration with other government departments and the inter- governmental steering committee established for this purpose, with the direct support of UNHCR.UNHCR in Zambia has three field offices/units (one in Solwezi, one in Kawambwa, one in Kaoma) and a Representational Office in Lusaka. The Government of the Republic of Zambia (GRZ) coordinates asylum and refugee management through the office of the Commissioner for Refugees (COR) in the Ministry of Home Affairs and Internal Security and in close collaboration with other government departments and the inter- governmental steering committee established for this purpose, with the direct support of UNHCR.
Zambia has adopted a comprehensive refugee response approach as envisioned in the New York Declaration of 2016, which guides the country’s refugee management. The National Refugee Policy and its associated Implementation Plan (launched in 2024) aims to explicitly include refugees in government plans and services, transform refugee settlements into economic hubs, and enable refugees’ access and contribution to markets in refugee-hosting districts. Zambia is taking a whole-of-government approach to put this into action. Integrated local area development plans include forcibly displaced people in two refugee hosting districts (Kaoma and Kalumbila). Refugees have access to land and public services like education and health and have some level of access to the national social protection system (e.g., social services, health insurance and some labor market interventions) in line with the 8th National Development Plan. The recently approved $30 million World Bank Zambia Refugee and Host Communities Project will further support legal and policy harmonization, inclusion in a new national digital identity management system, infrastructure, and economic opportunities at Meheba settlement in Kalumbila district. As part of this effort, the project supports the rollout of new national ID cards for refugees across all three refugee-hosting districts, promoting legal recognition and inclusion within national systems. This inclusive approach, and the progressive National Refugee Policy, are enabling factors to advance Sustainable Responses to Forced Displacement in refugee and host communities and move away from unsustainable humanitarian interventions that do not support long term solutions.

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

Additional Qualifications

Skills

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

Certifications

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

Competencies

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

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Only short-listed candidates will be contacted. Shortlisted candidates may be required to sit for written test and/or oral interview

This position doesn”t require a functional clearance