Grade

GS6

General Service

Reason

Temporary > Temporary Assignment/ Appointment

H (no hardship)

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2025-03-01

2025-12-31

January 30, 2025

Standard Job Description

Data Management Associate

Organizational Setting and Work Relationships
The Data Management Associate is normally supervised by a professional staff member who provides the incumbent with general guidance and workplans. The incumbent works quite independently with an oversight from the supervisor. S/he may directly supervise some support staff.
Contracts are mainly with the colleagues in the same duty station to exchange information and to discuss the work plans. External contacts are with the national and local authorities for gathering and exchange of data.

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
– Manage the use, maintenance and technical support of databases used in the Operation, including planning and overseeing data collection, input and verifications; production of standard and ad hoc reports.
– Generate statistical reports based on the standard reporting formats and ad-hoc reports, charts and tables as required by the management.
– Provide training, as necessary, to UNHCR staff as well as staff-members of implementing partners in relevant aspects of data management.
– May be required to coordinate with the GIS colleagues to ensure that data collection is compatible with GIS.
– Archive and backup database systems; ensure security of databases; perform database administrator functions.
– Assist in development of new applications/databases needed by the UNHCR Offices/Units in area of responsibilities in order to perform their tasks smoothly.
– Ensure that the clients’ databases are up-to-date by identifying and keeping what is relevant and accurate in an accessible manner.
– May be required to support registration activities including ProGres technical support and on-site assistance.
– May be required to support voluntary repatriation activities including reconciliation of VolRep data from country of asylum and encashment centers, verification of Voluntary Repatriation Forms (VRFs) and coordination with VolRep Centers (VRCs) on information issues.
– Develop forms and tools for data collection and analysis.
– Have access to relevant data and records.

– 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

Years of Experience / Degree Level
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
Information Technology Data Management
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.

Desirable
Not specified.

Functional Skills
DM-Database Management
PG-UNHCR’s Programmes
DM-ArcGIS (Geographic Information System)
TR-Training – Virtual and face to face
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.

Applicants must be eligible to work in Canada when applying.
To be eligible to work in Canada, applicants must have one of the following legal statuses: Canadian citizen or a (valid) Permanent Resident of Canada or authorized in writing to work in Canada under the federal Immigration Act (valid work permit).

Operational Context:

The Data Management Associate will be working as part of the greater Private Sector Partnerships (PSP) team, working to support the data infrastructure and data management needs of the overall fundraising teams within UNHCR Canada, including our Individual Giving and Major Gifts teams. This role will be reporting directly to our Senior Data Management Associate within a newly formed support unit reporting to the lead of our Database and Donor Care unit. This role will be responsible for supporting all our donor information systems, including data integrity, system updates, data migrations, data enrichment, data selections and queries for fundraising purposes, and reporting for strategic analysis. Competency in CRM management through experience working in standard fundraising systems such as Raiser’s Edge and Salesforce is essential to this role.

Data Management:
• Oversee the organization’s database systems, ensuring data accuracy, integrity, and security.
• Support in the development and implementation of data management strategies, processes and standards.
• Regularly update and maintain the database, ensuring current and accurate information.
• Perform data cleanup and deduplication activities.
• Perform data cleanup, transformation, de-duplication and migration activities.

Database Administration:
• Monitor database performance to ensure it is operating at optimal levels.
• Schedule and perform regular database backups and recovery processes.
• Ensure compliance with data privacy laws and organizational policies.

Data Analysis and Reporting:
• Prepare reports and data analyses to support organizational decision-making and strategic planning.
• Develop and maintain dashboards and other data visualization tools.
• Collaborate with various departments to provide data insights and support program evaluation and improvement.

Technical Support:
• Provide technical support and training to staff on database use and data maintenance procedures/best practices.
• Troubleshoot and resolve database related issues in a timely manner.

Documentation and Compliance:
• Help to create and maintain comprehensive documentation of database systems, procedures, and protocols.
• Ensure compliance with data management best practices and regulatory requirements.
• Conduct regular audits and assessments to identify and mitigate risks.

Team Collaboration:
• Work closely with fundraising team including Individual Giving and Major Gifts team to support data driven initiatives.
• Foster a culture of data literacy and promote best practices for data management across the organization.
• Participate in cross functional team meetings and contribute to organizational strategy discussions.
• Perform other duties, as required.

This position doesn’t require a functional clearance

English

,

,

French

,

,

Skills

DM-ArcGIS (Geographic Information System), DM-Database Management, IT-Computer Literacy, PG-UNHCR’s Programmes, TR-Training – Virtual and face to face

Education

Bachelor of Arts (BA), High School (Required)

Certifications

Data Management – Other, Information Technology – Other

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

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements