Deadline for Applications March 10, 2026 Hardship Level (not applicable for home-based) E (most hardship) Family Type (not applicable for home-based) Non Family with Residential Location Staff Member / Affiliate Type UNOPS LICA8 Target Start Date 2026-04-01 Terms of Reference 1. General Background The Kakuma Sub-Office operates in a complex environment, hosting over 300,000 refugees and asylum seekers in the Kakuma camps and Kalobeyei settlement. While the Department of Refugee Services (DRS) is responsible for registration activities and the UNHCR Data Management team oversees the PRIMES tools, an Assistant Operations Data Management Officer is indispensable to act as the technical and operational linchpin. This role ensures that the data collected on the front lines is translated into reliable information for protection and programmatic decision-making. The justification is founded on the need for technical system stewardship, quality assurance, and strategic data analysis that neither the DRS nor a remote central team can fully provide. 2. Purpose and Scope of Assignment (Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable) Technical Stewardship of the PRIMES Ecosystem in a Hardship Post The PRIMES suite, including proGres v4, BIMS, RApp, and the Global Distribution Tool forms the backbone of UNHCR’s registration and case management. Although the central Data Management team provides oversight, a field-based ODMO is required to manage the local PRIMES field server machines and ensure they function in Kakuma’s challenging infrastructure. This includes:

• User Access Control: Managing and auditing permissions for UNHCR staff, DRS users, and NGO partners to ensure compliance with data protection protocols, preventing unauthorized access to sensitive refugee data.
• System Integrity: Performing local database administrator functions, monitoring device synchronization, and mitigating data losstasks that require immediate physical presence to resolve technical glitches that disrupt registration.
• Business Analysis: Acting as the liaison between end-users (DRS, protection staff) and headquarters to propose process improvements and troubleshooting bugs, ensuring the system remains fit-for-purpose in the local context. Ensuring Data Quality and Interoperability Across Actors While DRS conducts registration, the ODMO is responsible for the quality and consistency of the resulting data. The officer monitors data collection activities to ensure they adhere to global standards and SOPs, correcting inaccuracies that could affect an individual’s protection or assistance. Beyond basic registration, the ODMO facilitates interoperability with other critical data streams:
• GIS Integration: Kakuma has benefited from advanced mapping projects to visualize the camp. The ODMO coordinates with GIS colleagues to ensure registration data is spatially compatible, allowing for better planning of infrastructure and service delivery.
• Additional Data Collection: The officer facilitates and plans supplementary data collection methodologies (e.g., using Kobo ODK) for specific assessments that go beyond routine registration, supporting protection, programme, and livelihood initiatives. Strategic Reporting and Analysis for a Large-Scale Operation With over 300,000 Refugees and Asylum seekers from 22 different countries, the Kakuma operation requires robust data to manage resources and advocate for solutions. The Assistant Operation Data Management Officer serves as the focal point for transforming raw data into actionable intelligence:
• Report Generation: The officer responds to complex report requests from donors, the Kenyan government, and UNHCR management, compiling statistics for resettlement, population figures, and standards and indicators. This includes designing operational reports for the PRIMES Data Port.
• Informed Decision-Making: By analyzing data trends, the ODMO supports the Kalobeyei Integrated Socio-Economic Plan (KISEDP) and other development initiatives, ensuring they are grounded in accurate demographic and socio-economic evidence. Capacity Building and Liaison The ODMO bridges the gap between technology and its users. The officer is responsible for training DRS staff and implementing partners on relevant aspects of data management, data entry protocols, and new system functionalities. This ensures that the DRS registration teams are not working in Silo but are integrated into a unified information management framework. Furthermore, by liaising with local government and partners, the ODMO promotes a shared understanding of data protection policies and fosters a culture of data responsibility across all actors involved in the refugee response. 3. Monitoring and Progress Controls (Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring) – Manage the use, maintenance and technical support to ProGres (registration database) including planning and oversight of data collection, input and verification; produce standard and ad hoc reports, and ensure ProGres-related data entry activities are reflected in SOPs for registration, resettlement, repatriation, protection, community services, and programme activities. – Respond to report requests from UNHCR staff, local governments, partners, donors and Headquarters. – Keep data up-to-date, secure and accurate. – Facilitate and /or undertake additional data collection activities including planning and coordinating data collection methodologies and analyses with relevant staff. – Serve as the focal point for compiling and calculating statistics for resettlement, population figures, and standards and indicators, as well as for annual, periodic and requested statistical reports. – May be required to assist in training of staff as well as staff members of implementing partners in relevant aspects of data management and provide other support to end-users of database systems. – Liaise with relevant staff on new reporting requirements and procedures as needed; conduct data collection audits to ensure that no unnecessary data collection occurs and to ensure that all necessary data is being captured; create and maintain databases and spreadsheets that meet operational requirements. – May be required to coordinate with GIS colleagues to ensure that data collection is compatible with GIS as necessary and assist with GIS and mapping tasks as required. – Archive and backup database systems; ensure security of databases; perform database administrator functions. – Authorize updates and amendments of ProGres data and the ProGres SOP. – Design operational reports, statistics, and other relevant data collection forms. – Perform other related duties as required. 4. Qualifications and Experience (List the required education, work experience, expertise and competencies of the individual contractor. The listed education and experience should correspond with the level at which the contract is offered.) a. Education (Level and area of required and/or preferred education) Years of Experience / Degree Level For P1/NOA – 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree Field(s) of Education IT, Computer Science or other relevant field. Certificates and/or Licenses Operational Data Management Learning Programme Operations Management Learning Programme Relevant Job Experience Essential Previous job experience relevant to the function or in data management, statistics, analysis and information technology. Desirable Familiarity with ProGress and registration system. Technical GIS knowledge. c. Key Competencies (Technical knowledge, skills, managerial competencies or other personal competencies relevant to the performance of the assignment. Clearly distinguish between required and desired competencies) Functional Skills IT-Computer Literacy DM-Data Management PR-Civil Registry System…