Information Management Officer

Job Purpose

The Information Management (IM) Officer, under the supervision of the Project Manager, supports ACTED Site Management & Coordination (SMC) teams who are implementing coordination of humanitarian activities and support to the community in internally displaced person (IDP) sites.

Based in Beirut, the SMC IM Officer will be visiting the operational bases when needed and ensure consistency and quality of data collection. Developing tools and processes, managing databases, and ensuring data confidentiality processes are in place and respected. The IM Officer conduct regular data analysis produces regular reports and products for internal and external use.

The IM Officer works closely with the SMC teams and Project Manager to ensure information is used to inform programming, and conducts capacity-building of SMC teams, as well as other staff as necessary. They may also support the ACTED WASH and Shelter teams also working in the collective sites as needed, and have a close relationship with ACTED MEAL department (Monitoring, Evaluation, Accountability and Learning) ensuring good communication and data flow between the departments.

• Ensure the SMC team has tools, processes, and capacity in place to collect, store, and analyse accurate and timely information and data on IDP sites, to identify gaps and needs and support humanitarian programming in the sites
• Ensure regular, clear internal and external communication and reporting of data and information from IDP sites
• Ensure accountability and confidentiality of data management systems
• Ensure monitoring of IM teams to ensure timely collected and stored data and up to date information.
• Support MEAL reporting and means of verification

Responsibilities

Data quality and management

• Support IM teams to work with SMC teams’ in day-to-day management of data and processes, ensuring consistency and quality of data from regular information collection (e.g. partner reporting, service mapping, service indicator monitoring/site monitoring, CRM)
• Review and validate compile data received from IM teams, conducting data cleaning as necessary
• Review and validate databases updated by the IM teams
• Collaborate with Project Manager, field teams and IM teams (if any) to design and improve tools and processes for regular and periodic IM activities, as needed
• Build tools using ODK/Kobo, or on paper forms, as required
• Support harmonization of data across all ACTED SMC sites

Analysis, reporting, and communication

• Conduct analysis on data as needed, and work with Project Manager, SMC field teams and IM teams to ensure information is used inform programming
• Produce regular outputs and reports for programs teams and submit regular reporting to the Shelter/WASH/BA/SMC Cluster and/or the donor
• Design and produce products for internal and external use
• Ensure mechanisms are in place for information flow back to residents of the sites (e.g. through accessible information products, verbal communication from SMC teams)
• Ensure regular and consistent data flow from Programs teams to MEAL Department, according to the processes in place
• Support information management products with consolidated data from all ACTED’s SMC sites

Accountability and IM support

• Ensure Complaints and Feedback Mechanism (CFM) databases, eviction databases, and site information lists are regularly updated by field teams, conduct analysis of databases as needed, ensure that deadlines or urgent information are being communicated with the Project Manager
• Work closely with MEAL Department on the CRM, to ensure the mechanism for case transferral between Programs and MEAL is functional and confidentiality is respected
• Collaborate with MEAL Department on assessment or monitoring exercises, as needed
• Provide support to ACTED WASH and Shelter/Infrastructure teams working in the IDP sites alongside the SMC teams, as necessary. This might include support to build assessment or monitoring tools in ODK/Kobo, maintain databases, or ensure IM processes are in place for regular monitoring of site infrastructure
• Collaborate on creation of products and maps, as requested

Quality & capacity-building

• Conduct capacity-building of SMC teams in data collection and data management, as needed
• Ensure data confidentiality protocols are in place, and all staff are trained
• Ensure collection of sex and age disaggregated data
• Organize translation of information by SMC teams, or conduct translation, as needed
• Any additional task as requested
• Provide training and support on different IM tools/skills if applicable across the bases

Job Requirement (Qualification and Experience)

1. University degree in a relevant subject is preferred
2. At least 2 years’ experience in an information management role
3. At least 1 years’ experience in an NGO is preferred
4. Proficient in use of ODK/Kobo for mobile data collection
5. Excellent IM software skills, including Microsoft Excel
6. Experience in GIS is beneficial
7. Excellent team-working and communication skills;
8. Excellent written and oral English and Arabic skills;
9. Good capacity to plan, prioritize, and multi-task;
10. Knowledge of multi-sectoral humanitarian response, including SMC, Protection, WASH, BA,Shelter, and emergency distribution is beneficial

Key Performance Indicators

• % SMC sites with regular data outputs (e.g. updated service mapping, updated Complaints and Feedback Mechanism databases, service indicator monitoring/site monitoring reporting)
• % internal reports (e.g. database analysis) and external reports (e.g. to Cluster) submitted on time and accurately
• Positive monitoring and evaluation reports for IM SMC activities
• Support to data and information management harmonization across ACTED’s bases