Information management assistant

HEKS/EPER is looking INFORMATION MANAGEMENT ASSISTANT. Base in Odesa with the possibility of field trips.

Job objective  

Under direct management of the IM Officer, the Information Management Assistant provides general data management and reporting support to Program departments.  The aim of the position is to ensure high standards of accountability and visibility on project progress and enable proper centralization of data related to the project activities. The position will support all members of the project teams through provision of relevant data and lists, whilst at the same time collecting and storing data and records and providing regular reports to the MEAL Manager as required.  

Tasks and responsibilities

Data entry, checking and analysis

• To support data processing, data analysis, and data visualization activities as requested by MEAL Manager

• To ensure all project activities are recorded in the relevant databases

• To make sure the databases designed by the IM Officer and MEAL Manager are not modified and are properly filled in.

• To ensure all data on the databases are an accurate reflection of the activities in the field and of other records which exist (receipts, distribution lists)

• To extract new data from field staff’s tablets or phones on daily basis and ensure proper back-up of data

• To check the quality of all data received from field officers and ensure all relevant information is included and if not, provide feedback to Team Leaders

• To compile and consolidate information in databases.

• To support Field Officers in timely computerization of all the data collected and cleaning the data

 Information Management

• To manage and update relevant tracking tools on a weekly basis (number of kits distributed, number of cash transfers paid, etc.)

• To support development of interactive products based on HEKS/EPER Ukraine data and data provided by partners. This support will include development of interactive product concept, design and functionality

• To support Program teams by providing beneficiary lists based on agreed vulnerability criteria, targeted needs and donor requirements

• To ensure data confidentiality and protection according to any restrictions identified by MEAL Manager

• To support Program teams in archiving documents (Distribution Records, Receipts, Forms) according to the MEAL Manager’s directives.

• To ensure proper and regular back-up of project data using agreed tools and proper archiving based on guidance from IM officer

• To ensure the respect of confidentiality of data and processes and prevent the unauthorized sharing of information and data.
  
  

  Reporting
• To provide weekly updates on project activities to MEAL Officer and IM Officer.
• To provide specific data on request through dashboards and other visual materials

MEAL Support

To occasionally support MEAL colleagues with simple tasks including, but not limited to:

• PDM calls
• Surveys for needs assessment
• CRM visibility actions
• Collection of paper-based feedback for CRM
• MEAL communication 

Team management

Number of people to manage and their position 

• No direct management 

Competencies & requirements

Language skills: Fluent in Ukrainian and Russian (speaking/reading/writing), Intermediate in English is desirable.

Education degree: Baccalaureate / Secondary diploma (including but not limited to: Data management, Quality Management, IM, IT, etc.)

Work experience: 6-month experience in NGOs/On-site training in IT or monitoring work is mandatory. Relevant work experience in data management and/or data analysis is desirable.

Computer skills: 

• Solid use of the MS office software (including Word, Excel, Outlook) is compulsory.
• MS Excel: advanced usage of formulas, pivot tables, wide and long datasets is compulsory.
• HTML/CSS or other coding experience is compulsory.
• Proficiency in PHP programming is desirable.
• Knowledge of Power BI, Tableau or similar visualization tool is desirable
• Knowledge of mobile data collection platforms (e.g., KoboToolbox or other ODK-based including XLS form coding and troubleshooting) is desirable
• Knowledge of GIS packages (e.g. QGIS) is desirable
• Knowledge of managing data protection, including data encryption, user and group management, views, and security modes is desirable

Transversal skills: 

• Good analytical and writing skills
• Very good team spirit
• Demonstrate willingness to improve own knowledge and skills by participating actively in any training sessions and capacity building activities
• Willingness to do field visits and support program teamsStrong motivation to help people in needs

Qualified candidates should send their CV and cover letter in English to Відправити резюме . Only short-listed candidates will receive notice requesting additional information.