Information Management Officer

  Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and    Hygiene, in Shelter Rehabilitation, Health and in Livelihood Recovery sectors     POSITION GENERAL INFORMATION   Position: Information Management Officer Based in:  Beirut   Supervision Under the direct supervision of:       Project Manager Under the overall supervision of:      Field Coordinator    OVERALL MISSION   General objective          The Information Management Officer position provides general data management and reporting support to operational departments.  The aim of the position is to ensure high standards of accountability and visibility on project progress and enable proper centralization of data relating 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 Project Manager and Information Management Adviser as required.  Responsibilities and tasks    Information management: Daily information management activities in support of programme team  Reporting: Production of relevant required reports  Quality Management: Ensuring the quality and accuracy of data Accountability:  Ensuring the proper centralised storage and accessibility of programme data for audition and reporting purposes   Logistical support: IT support to department and referral of ongoing/ unsolved problems     Specific objectives and linked activities   1.      Data Entry and data verification To ensure a  timely computerization of all the data collected at the field level by the project staff To extract new data from field staff’s tablets 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 update information on beneficiary-based, site-based and intervention-based databases. To translate data from Arabic into English (if needed)   2.      Information Management   To manage and update relevant tracking tools on a daily basis To ensure all project activities are recorded in the relevant databases To ensure all data on the databases is an accurate reflection of the activities in the field and of other records which exist (receipts, distribution lists) To cross-check data in different sources as required using PU-AMI and other databases such as RAIS, Activity Info.    To search for and provide beneficiary / distribution lists to field teams based on criteria agreed with Project Manager/ Team Leaders and according to donor requirements Ensure data confidentialiaty and protection according to any restrictions identified by Project Manager To provide information to field teams directly for specific limited information requests (beneficiary details, location codes, assistance records etc) To produce other documentation (receipts/ contracts/ MoUs) required by the field teams on request from Team Leaders/ Project Managers   3.      Information Management Systems Development Support the roll-out and development of new databases and processes by providing quality feedback on their utility/impact and suggest improvements where needed To suggest and implement improvements to Information Management processes in order to increase accuracy and/or simplify / streamline activities Support the IM Adviser by providing technical input to new database development (with agreement of Project Manager)   4.      Archiving To archive Base Program documents (Distribution Records, Receipts, Forms) according to the Information Management Adviser directives. To ensure proper and regular back-up of project data using agreed tools (in coordination with IM Adviser and Project Manager)   5.      Reporting To provide weekly and monthly updates on project activities to the Project Manager and Information Management Adviser for the purposes of internal monitoring, donor reporting and coordination reporting (ActivityInfo, RAIS). To provide specific data on request from IM Adviser, Project Manager, Base Programme Coordinator, Field Coordinator or Technical Coordinators in a comprehensible and easy-to-use format   6.      IT Support Supervise the allocation and safe storage of all communication and IT devices (phones, tablets, laptops) Ensure the hardware in the department is maintained properly and has the correct software installed for the department needs Within his/ her capacity, provide IT support to other members of the department and refer unsolvable issues to IM Adviser. Report ongoing/ unsolved IT problems to IM Adviser and Project Manager     The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs.   QUALIFICATIONS   Mandatory requierements Language Skills            : Fluent in English and Arabic, (speaking/reading/writing). Education Degree       : University degree or Technical diploma in an Information Management/ Computing related field. Work experience        : At least 2 years of experience in Information Managments preferably with humanitarian organizations / NGOs. Computer Skills           : Excellent knowledge in Data Manipulation and Report generation, preferably with MS Access. Solid knowledge in data processing using MS Excel, and mail merge with MS Word. Good experience in Data presentation/visualization in a well-structured, organized, and clear format using visual tools, especially charts.   Very good typing skills.   Assets   Other  knowledge       : Acquaintance with INGO' rules, procedures and regulations Interest                             : Work in relief, interest for refugees issues Transversal skills Well organized and attention to details; Reliable and rigorous; Ability to analyse and suggest improvement; Autonomy, neutrality, hard worker; Able to manage stress and pressure; Ability to work within a team