Senior IMS Registration Associate

Description

Position Title: ​​Senior IMS Registration Associate

Duty Station City: Caracas
Duty Station Country: Bolivarian Republic of Venezuela
Grade: UG
Contract Type: Special Short-Term
Recruiting Type: General Service
Vacancy Type: Special Vacancy Notice
Initial duration: until 31 december 2026

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. 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: Internal candidates.

• Second tier candidates include: All external candidates.

Organizational Context and Scope

​The successful candidate will provide technical and operational leadership to ensure timely, consistent and high-quality registration processes. This will include organizing registration workflows, guiding field teams and enumerators, monitoring system use and data quality, coordinating with relevant programme, information management and technical units, and supporting the resolution of operational and system-related issues. The role will contribute to accurate, secure and reliable registration data for programme implementation, operational planning and evidence-based decision-making, in line with IOM procedures, data protection principles and established technical standards.​ 

Responsibilities

1. ​​Coordinate the implementation of IMS registration activities in support of DTM operations, ensuring that registration processes are conducted in accordance with IOM standards, SOPs and data protection principles.
2. ​Plan, organize and oversee registration activities, including beneficiary registration, household registration, individual registration, population count and other registration exercises required for emergency response and recovery operations.
3. ​Configure and manage registration projects within the IMS, including user profiles, registration forms, workflows, reference data and operational parameters.
4. Monitor registration activities to ensure data completeness, consistency, accuracy and timeliness, identifying and resolving operational issues affecting data quality.
5. ​Supervise and provide technical guidance to registration assistants, field teams and data entry personnel, including the delivery of trainings, briefings and on-the-job support.
6. ​Coordinate data validation, deduplication and quality assurance processes to ensure that registration datasets are reliable and ready for operational use and reporting.
7. ​Generate registration statistics, operational reports and data extracts from the IMS to support programme implementation, operational planning and decision-making.
8. ​Liaise closely with Information Management, DTM, CCCM, Protection and programme teams to ensure registration data effectively supports humanitarian response activities and information products.
9. ​Identify operational requirements for system improvements and coordinate with IMS Developers to implement enhancements, troubleshoot system issues and improve registration workflows.
10. ​Ensure compliance with IOM policies on data protection, confidentiality, informed consent and responsible data management throughout all registration activities.
11. ​Support the preparation of standard operating procedures (SOPs), user guides, training materials and operational documentation related to IMS registration.
12. Monitor user access, registration progress and system utilization, escalating technical or operational issues as appropriate.
13. ​Support coordination with government counterparts, humanitarian partners and other stakeholders regarding registration activities when required.
14. ​Perform such other related duties as may be assigned.​ 

Qualifications

Required Qualifications and Experience

Education

• ​​University degree in Computer Science, Information Systems, Statistics, Geography, Demography, Business Administration, or a related field from an accredited academic institution with at least four (4) years of relevant professional experience; or
• ​Completed High School diploma with at least six (6) years of relevant professional experience.​ 

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• ​​Demonstrated experience in registration operations, information management, beneficiary management systems.
• ​Experience administering or operating information management systems (IMS) or other registration platforms.
• ​Experience in data validation, quality assurance, deduplication and database management.
• ​Experience using digital data collection tools such as Kobo Toolbox, ODK, Survey123 or similar platforms.
• ​Experience preparing operational reports, statistical summaries and registration datasets.
• ​Experience working with Microsoft Excel and database management systems.
• ​Experience working with government counterparts, UN agencies or humanitarian partners is an advantage.

Skills

• ​Strong knowledge of registration methodologies and beneficiary data management.
• ​Experience in software development with PHP programming.
• ​Proficiency in HTML, jQuery, CSS, and JavaScript for designing user interfaces.
• ​Knowledge of SQL, Power BI or other data visualization tools is an asset.
• ​Excellent analytical, organizational and problem-solving skills.
• ​Ability to coordinate multiple registration activities under tight deadlines.
• ​Strong communication and interpersonal skills.
• ​Ability to train and supervise field teams.
• ​Good understanding of data protection, confidentiality and responsible data management principles.
• ​Ability to work effectively in multicultural and multidisciplinary environments.​ 

Languages

IOM’s official languages are English, French, and Spanish.

REQUIRED: For this position, fluency in ​Spanish and English​ is required (oral and written).

DESIRABLE: ​​Working knowledge of Portuguese, French or another UN official language is an advantage.​ 

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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, if with direct reports

• 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. 

Notes

• IOM only accepts duly completed applications submitted through the IOM e-Recruitment system

• Only shortlisted candidates will be contacted.

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

•  IOM does not charge a fee at any stage of its recruitment process.

•  This vacancy is only available for local citizens or foreigners with right of residence and right to work in the country.

• For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies