POSITION: REFUGEE DATA MANAGEMENT SPECIALIST (1) Job Title : Refugee Data Management Specialist Position Supervisor : Refugee Program Manager Classification Level : 3.VI Location : Kigali Position Timeline : 3-years renewable upon good performance result JOB PURPOSE The Refugee Data Management Specialist will help MINEMA to ensure effective management of refugee data. The position will help to interact more effectively with other institutions, including MICT, DGIE, UNHCR and NIDA DUTIES AND RESPONSIBILITIES: Under the direct supervision of the Program Manager the Refugee Data Management Specialist will perform the following duties: Refugee Data Management • Oversee the collection, verification, and regular updating of refugee data across all camps. • Ensure the accuracy, confidentiality, and security of refugee data in compliance with national and international standards. • Coordinate data consolidation and reporting to support policy-making, planning, and programming for refugee management. Inter-Institutional Coordination • Serve as the focal point for MINEMA’s data-related collaboration with key institutions, including: o MICT (Ministry of ICT and Innovation) o DGIE (Directorate General of Immigration and Emigration) o NIDA (National Identification Agency) • Facilitate regular communication and meetings with these institutions to ensure data consistency, integration, and joint planning. System Integration and Improvement • Support efforts to align MINEMA’s refugee data systems with national databases (e.g., national ID systems, immigration records). • Work with MICT and NIDA to explore digital solutions for refugee registration, verification, and identity management. • Identify gaps in data systems and propose improvements for more efficient data exchange between institutions. Data Quality Assurance • Design and implement data quality control mechanisms, including regular audits, validations, and cross-checks. • Train field staff and data entry personnel on data standards and protocols. Reporting and Analysis • Produce periodic reports and data summaries to support refugee program planning, donor reporting, and national coordination efforts. • Analyze trends in refugee demographics, movements, and service access, providing insights for strategic planning. Policy and Legal Compliance • Ensure refugee data management practices align with national data protection laws and international standards (e.g.,UNHCR guidelines). • Liaise with legal advisors and technical partners to review data sharing agreements and protocols. Support to Refugee Documentation • Coordinate with NIDA and DGIE to facilitate issuance of identity documents, birth certificates, and other legal documents for refugees. • Monitor progress in documentation and flag challenges or delays for prompt resolution. Emergency and Ad-Hoc Data Requests • Respond to urgent data requests related to emergencies, new arrivals, or repatriation cases in coordination with relevant agencies. • Ensure real-time data updates during refugee crises or significant movements. Safeguarding and Ethics • Promote ethical handling of sensitive personal information and uphold data privacy standards in all processes. • Ensure data use respects refugee rights and dignity. QUALIFICATIONS: Bachelor’s degree or Master’s degree in information Management, Information Systems, information technology and Computer Sciences, Experience • Minimum 3 (Master)–5 (Bachelor) years of relevant professional experience in: Data management, database administration, or information systems Working with government institutions, preferably in refugee or population data management Coordination with stakeholders or inter-agency collaboration • Experience with refugee data systems or working in humanitarian/refugee programs is an added advantage. Technical Skills • Proficient in data analysis tools and software such as Excel, SQL, Power BI, or similar platforms. • Experience working with digital registration systems or biometric data platforms (e.g., ProGres, PRIMES, or similar). • Familiarity with data protection and privacy laws, including ethical management of personal data. • Understanding of system integration or interoperability between different institutional databases is a strong asset. Knowledge • Solid understanding of: National refugee policies and relevant institutional frameworks (e.g., MINEMA, DGIE, NIDA, MICT) International standards and frameworks related to refugee data (e.g., UNHCR guidelines, 1951 Refugee Convention) Rwandan data protection regulations and public sector IT governance policies Soft Skills • Strong analytical and problem-solving skills • Excellent interpersonal and communication skills for cross-institutional coordination • High level of integrity, confidentiality, and professionalism • Strong organizational and time-management abilities • Ability to work under pressure and meet tight deadlines • Willingness to travel to field sites, including refugee camps, when necessary • Demonstrated commitment to humanitarian principles and refugee protection • Fluency in Kinyarwanda and English (required) French is an added advantage