Database Assistant

Deadline for Applications

Hardship Level (not applicable for home-based)

Family Type (not applicable for home-based)

Staff Member / Affiliate Type

Target Start Date

Terms of Reference

The Private Sector Partnerships Service (PSP) is responsible for mobilizing resources from the private sector for refugees. Within this area, the Individual Giving (IG) team seeks to reach new audiences through advertising and engaging our current supporters and donors. These private partners are helping us to maximize UNHCR ́s impact and improve its capacity to make a difference by delivering life-saving assistance and sustainable solutions for millions of refugees and displaced people worldwide.

The Database Assistant will support the Individual Giving Database area, reporting directly to PSP’s Data Management Associate and the Individual Giving Officer. The main responsibilities include providing support for the daily operational processes of the Individual Giving area through the preparation of reports and analysis with key performance indicators (KPIs), creation of segmentation lists for vendors, as well as data updating and cleansing. The primary goal is to ensure the team has access to accurate and reliable information to support strategic planning and decision-making to boost income generation and donor database growth.

The Database Assistant will be part of the Database team and will work in collaboration with the Data Management Associate, contributing to data collection and analysis, report development, and ensuring that vendors receive consistent and accurate information essential for the effective execution of daily fundraising activities. The role will also involve supporting new projects and system integrations, such as CRM migration and potential changes to the donation billing structure.

Reporting to the Database Associate, the Database Assistant will be responsible for the following tasks:

• Supporting operational processes involving telemarketing, direct mail, donor journey vendors and all data support related to Individual Giving fundraising.
• Preparing periodic reports, dashboards and analyses with key performance indicators (KPIs), based on Private Sector Partnership team needs.
• Assisting the Data Associate with system migrations activities.
• Identifying data inconsistencies and making necessary corrections to ensure data integrity.
• Completing questionnaires and information requests for market analysis purposes.
• Enter new data into the database.
• Assisting the monitoring current system configurations and assisting in optimizing system setups, including payment gateways, databases, income processing platforms, integrations with fundraising platforms, CMS, CRM, email automation platforms, BI and reporting tools.
• Documenting protocols and procedures related to data management and operations.
• Supporting weekly revenue tracking and preparation of monthly earmarking reports.

3. Monitoring and Progress Controls

• Support the execution and development of all PSP database-related activities.
• Deliver requested data reports or files accurately and within the established timelines of each action or campaign.

• Provide regular status updates to the direct manager.

Standard Job Description

Data Management Assistant

Organizational Setting and Work Relationships

The position is normally supervised by a Professional or Senior General Service staff member who provides the incumbent with regular guidance and support. The position has no supervisory role.

Contacts are mainly with the colleagues in the same duty station to exchange information and to discuss the work plans. External contacts are not frequent. In the Field locations, under supervision of the manager, the incumbent may play a liaison role 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

- Enter data mainly related to asylum seekers, refugees and persons of concern to UNHCR into the computer database.

- Contribute to the preparation of reports and project documents by providing information, preparing tables and drafting routine correspondence and reports.

- Update and maintain existing databases and generate various statistical reports.

- Assist in the development of forms for data collection and analysis, if requested.

- Act as interpreter in the exchange of routine information and translate routine documents and correspondence as and when required.

- May be required to undertake field trips to project sites.

- Decide on the data recorded in database.

- Decide on appropriate resolution to incidents and escalate issues to the supervisor if incident cannot be resolved within the scope of responsibility.

- 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 G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education

Not applicable

Certificates and/or Licenses

Electronic data processing, Information Technology

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

1-year relevant experience in Electronic data processing, Information Technology or related field.

Desirable

Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

Not specified

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

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Desired Languages

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Additional Qualifications

Skills

Education

Certifications

Work Experience

Other information

Remote