Data Management Associate

Hardship Level (not applicable for home-based)

A (least hardship)FamilyUNOPS LICA62025-01-01December 25, 2024TERMS OF REFERENCE
(Individual Contractor Agreement)

Title: Data Management Associate
Duty station: Kuala Lumpur, Malaysia
Section/Unit: Information and Data Management Unit
ICA Level: Local ICA - 6
Corresponding level: GS-6
Duration: from 01/01/2025 to 31/12/2025
Supervisor: Associate Information Management Officer


1. General Background

The Data Management Associate belongs to the Information and Data Management Unit of UNHCR Malaysia and supervised by the Associate Information Management Officer who provides him/her with guidance on workplans. The Data Management Associate also closely coordinates with various units in UNHCR Malaysia, including the ICT Unit.

The Data Management Associate provides technical support for the design and development of tools, data collection, processing, analysis, and dissemination stages of the statistical process. S/he will provide quality assurance and technical support for statistical and data analysis activities to UNHCR Malaysia. S/he will help ensure these processes are in accordance with the Data Protection Policy, Information Security requirements, technical and ethical statistical standards, when undertaking country-specific statistical and data management activities. S/he will support multi-stakeholder and multi-sector activities, in relation to planning, funding and advocacy efforts, as well as internal/external assessments and country-based planning/monitoring activities.


2. Purpose and Scope of Assignment

Accountability
• The Office has reliable and up-to-date data on refugees and asylum-seekers in line with the Data Protection Policy and Information Security requirements.

Responsibility (process and functions undertaken to achieve results)
• Maintenance of the Refugee Malaysia Website under Amazon Web Service, under the direct supervision of the Supervisor and in close coordination with the ICT Unit and other relevant stakeholders.
• Management and maintenance of and provision of technical support to various databases used in the Operation (including the Refugee Malaysia Website) in line with the Data Protection Policy and Information Security requirements.
• Generate statistical reports based on the standard reporting formats and ad-hoc reports, charts and tables as required by the operation.
• Assist in the development and maintenance of forms in the Refugee Malaysia Website for data collection and analysis of the data.
• Oversee quality control procedures to ensure data accuracy, completeness, and consistency across all databases.
• Provide user training on Website features for various units and external stakeholders.
• Support the identification and management of risks (including data protection and information security risks) and mitigate identified risks with the Supervisor and relevant functional units.
• Promote best practices in data collection, analysis, and visualization.
• Perform any other duty, as requested.
     

3. Monitoring and Progress Controls
• Regular reporting to the Supervisor to provide updates about the implementation of tasks in the workplans (including expected outputs, milestones with the clear timelines).
• Timely reporting to the Supervisor regarding appropriate resolutions to any technical issues/incidents and escalating to the Supervisor if they cannot be resolved within the agreed timeline.
• Regular performance feedback and evaluations, based on completions of assigned tasks within the stipulated timelines; demonstration of key competencies (including ‘planning and organizing’, ‘client & results orientation’ and ‘teamwork & collaboration,’ as well as workplace behaviors (such as regular and transparent information sharing).
• Regularly executing checks of integrity and quality of data in databases and informing the Supervisor of the outcomes in a timely manner.

     
4. Qualifications and Experience

a. Education (Level and area of required and/or preferred education)

• 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.
• Fluency in English and working knowledge of another relevant UN language or local language.

b. Work Experience
• Minimum 2 years of previous job experience relevant to the function.
• Proven experience in data management, collection, and software development is an asset, along with proficiency in relevant software such as WordPress, Gravity Forms, MySQL, KOBO, Microsoft Power Platform is an asset. Experience with web development languages, including HTML, PHP, ASP, and Java, is as asset.
• Ability to formulate technical data requirements and develop technical standard operating procedures and user guides.
• Understanding of the Data Protection Policy and Information Security measures.

c. Key Competencies

Analytical Thinking
Technological Awareness
Planning and Organizing
Client & results orientation
Commitment to continuous learning
Innovation & creativity
Teamwork & collaboration
Technological awareness


Additional Information:
This position is offered under UNOPS Local ICA contract until 31/12/2025 with the possibility of extension.

The position requires fluency in English and Malay languages.

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.

Only short-listed candidates will be notified. The recruitment process might include a written test and/or oral interview for this job opening. No late applications will be accepted. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

UNHCR does not sponsor work visa or work permit and applicant who is not Malaysian national should already have their status confirmed that they are able to secure a work visa at the time of the application.

Remuneration:
A competitive compensation and benefits package is offered. The monthly net salary is between MYR 5,874 and MYR 7,441 depending on relevant experience.

 

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.

Required Languages

English

,

Malay

,

Desired Languages

,

,

Additional Qualifications

Skills

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

Education

Certifications

Data Management - Other, Information Technology - Other

Other information

This position doesn't require a functional clearance

Home-Based

No