Registration Associate

August 20, 2026

Hardship Level (not applicable for home-based)

A (least hardship)

FamilyUNOPS LICA6

2026-09-01TERMS OF REFERENCE
(Individual Contractor Agreement)
Functional Title: Registration Associate
Duty station: Kuala Lumpur, Malaysia
Section/Unit: Registration Unit
ICA Level: Local ICA-6
ICA Type: Regular
Corresponding level: GS-6
Duration: Until 31 December 2026
1. General Background
The Registration Associate is a member of the Registration team and is normally supervised by the Head of Unit, Assistant 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.
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 e-Filing, Data management and conducting interviews, Documentation), 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.
2. Purpose and Scope of Assignment
(Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable)
     
Duties:
· UNHCR's Registration Standard Operating Procedures (SOPs) are implemented in accordance
with relevant UNHCR standards and policies.
· Persons of concern have fair and transparent access to registration procedures.
· 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.
· Perform other related duties as required
· 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.
3. Monitoring and Progress Controls
Through Performance Evaluation – Mid-term and Final evaluations
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 experience with Bachelor or
equivalent or higher
Certificates and/or Licenses: Social Science, Statistics, Mathematics, Information Technology
b. Work Experience
(List number of years and area of required work experience. Clearly distinguish between required experience and experience which could be an asset.)
Essential
Good computer skills, particularly in data management
Desirable
Training in basic principles of international protection. Experience in working with UNHCR proGres software and Digital Gateway.
Functional Skills
*DM-Data Management
*IT-Computer literacy
MS-Data Collection and Analysis
IT-IT Refugee Systems & Applications
PG-Programme Management (project formulation, programme cycles and reporting standards)
TR-Training/Coaching/Facilitation
EX-Experience in international organization (United Nations or similar)
PR-Experience in Registration
(Functional Skills marked with an asterisk* are essential)
     
c. Key Competencies
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Cross-Functional Competencies
Analytical Thinking
Technological Awareness
Planning and Organizing
Additional Information:
This position is offered under UNOPS Local ICA contract until 31/12/2026 with the possibility of extension. Extension is subject to operational needs, budget, and performance.
The position requires fluency in English and Malay languages.
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 visas or work permits, and applicants who are not Malaysian nationals should already have their status confirmed as eligible 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 7,209 and MYR 9,132 depending on relevant experience.

 

Standard Job Description

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.

Required Languages Malay

,

English

,

Desired Languages

,

,

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

Education

Certifications

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

Other information

This position doesn't require a functional clearance

Remote

No