Field Registration Assistant

Description

Position Title: ​​​​​​​​Field Registration Assistant​ ​ 

Duty Station City: Caracas
Duty Station Country: Bolivarian Republic of Venezuela
Grade: UG
Contract Type: Special Short-Term Ungraded
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 work closely with registration teams, supervisors and programme staff to ensure timely and accurate registration processes, contributing to reliable data for humanitarian assistance, operational planning and evidence-based decision-making.​ 

Responsibilities

1. ​​Conduct individual, household and other registration activities using the Information Management System (IMS) and approved digital data collection tools.
2. ​Collect, verify and update beneficiary information accurately and in accordance with established registration procedures and standard operating procedures (SOPs).
3. ​Explain the registration process to beneficiaries, obtain informed consent where applicable, and ensure respectful, impartial and confidential interactions throughout the registration process.
4. ​Verify supporting documentation, identity information and eligibility criteria, when required, following programme guidelines.
5. ​Identify incomplete, inconsistent or duplicate records and report them to supervisors for review and correction.
6. ​Ensure the accuracy, completeness and timely submission of registration data collected in the field.
7. ​Support population counts, verification exercises, updates and other registration-related activities as required.
8. ​Report operational challenges, protection concerns or technical issues encountered during registration activities to the appropriate supervisor.
9. ​Handle registration equipment, tablets and other assigned materials responsibly, ensuring their proper use and safekeeping.
10. ​Adhere to IOM policies on data protection, confidentiality, prevention of sexual exploitation and abuse (PSEA), accountability to affected populations (AAP), and the "Do No Harm" principle.
11. ​Participate in trainings, briefings and operational meetings related to registration activities.
12. ​Perform such other related duties as may be assigned.​ 

Qualifications

Required Qualifications and Experience

Education

• ​University degree in Social Sciences, Information Management, Geography, Statistics, Demography, Public Administration or a related field with at least two (2) year of relevant professional experience.
• ​High School diploma with five years of relevant professional experience.​ 

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

Experience

• ​​Experience conducting field data collection, registration or beneficiary management activities.
• ​Experience using tablets or mobile devices for digital data collection.
• ​Experience working directly with affected populations or in humanitarian settings is desirable.
• ​Experience using Kobo Toolbox, ODK, Survey123, IMS or similar registration systems is an advantage.
• ​Previous experience with IOM, the United Nations or humanitarian organizations is desirable

Skills

• ​​Proficiency in Microsoft Office applications, particularly Excel and Word.
• ​Ability to use digital data collection tools and mobile devices.
• ​Good interpersonal and communication skills.
• ​Strong attention to detail and accuracy in data collection.
• ​Ability to work effectively in multicultural environments.
• ​Ability to work under pressure and meet operational deadlines.
• ​Understanding of confidentiality, data protection and ethical data collection principles.
• ​Knowledge of IMS or other beneficiary registration systems is an asset.​ 

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 1

• 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.

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