IM Manager

Job Purpose

The role exists to support the programme by developing and planning effective information-management systems and ensuring the delivery of reliable IM services across the organisation. This includes the use of ESRI products and other evolving database and programming tools to provide high-quality, staff-focused information services aligned with best practice. The position is responsible for establishing, maintaining, and implementing policies, procedures, and systems that strengthen the efficiency and quality of information management services. It ensures the effective management and continual improvement of programme information systems, safeguarding vital records and confidential data in line with all legal, evidential, and accountability requirements. The role provides the programme’s Senior Management Team with accurate, timely information that enables sound decision-making. As the technical focal point for data infrastructure, applications, and software engineering, the position works under the PM’s line management and collaborates closely with the TOM, CD, and relevant departments to develop and enhance departmental applications and solutions.

Principal Responsibilities

IM Systems and data management

1. Develop, review and update information management policies to ensure that services are aligned with legislation, corporate goals and strategic plans.
2. Prepare and develop the MAG Information Management Systems.
3. Manage the implementation of IM systems for recording program activities and outputs in line with MAG’s global strategic IM direction, in coordination with MAGs regional and/or global information management staff and PQT team.
4. Ensure that existing data collection methods and tools are fit for purpose and that the flow of information is managed correctly.
5. Plan for and create Information validation plans and tools to support Ops and other departments, undertake system administration tasks, maintenance and perform regular quality audits to ensure data is correct and the integrity of the information is maintained.
6. Plan for and creating Analytical tools to support decision-making process.
7. Plan for and creating Operational Dashboards and Maps and reports upon request.
8. Manage information management team and provide guidance to ensure that a high level of service is offered to employees as needed.
9. Ensure the protection of vital records, the security of confidential information and meeting all legal, evidential and accountability requirements.
10. Provide specialist advice in matters relating to information and records management to both users and management.
11. Provide both one on one and group training to current and new users and work groups in the information management and planning and conduct all relevant refresh training with the assistance of the IM team.
12. Keep abreast of current legislative and technological changes affecting document management.
13. Coordinate and process Freedom of Information (FOI) requests submitted to HQ.
14. Undertake information management activities and tasks as required by the PM and TOM.
15. Plan for and conduct IM priority plans, insuring the relevance with MAG strategy.

IM Reporting and Analysis

1. Establish and maintain mechanisms for the routine sharing of operational data with other mine action entities and stakeholders, as required and agreed by the PM.
2. Coordinate the compilation of monthly reports, analyzing and overseeing the quality of reports and dashboards from national staff.
3. Analyze internal data to identify trends informing TOM, PM and CD when required about program efficiency.
4. Data interpreting and reporting within internal and external reports to the PM, TOM and CD
5. Review and improve IM Products (such as internal report templates, maps, Dashboards, electronic forms, feature layers, etc.) so that they are in line with current/new systems.
6. Ensure that reports are meaningful and have a friendly interface and design and concise and can be prepared efficiently using the systems deployed.
7. Support other MAG program staff with the analysis of operational data as and when required.
8. Plan for and prepare studies and analyses requested by PM, TOM, and CD

Quality Control

1. Ensure that systems in place for data quality control are in use and effective.
2. Conduct regular monitoring of the MAG databases to identify discrepancies.
3. Develop national staff capability for data quality control.
4. Establish and maintain policies and procedures to ensure data validity, and reliability and to conduct regular monitoring of field data collection processes.

Managing the Operational Management Information System (OMIS) and IMSMA Core

1. Act as head of OMIS in program: able to provide advice, guidance, and train on its general use to the operations department.
2. Liaise with the completion officer and other departments to capture existing information for use within the system, including establishing procedures to maintain the data.
3. Ensure relevant tools and equipment needed for the OMIS / GIS enhancement are budgeted for and procured and keep close communication with ESRI and regional IM and PQT team for support.
4. Support MAG HQ, local teams, R/LMAC, and LAF when required and requested.
5. Create maps to indicate a certain TP, point, RR, or evidence or importing / exporting data and coordinates with distance direction services.
6. Manage the MAG GIS Database with AGOL, ArcGis Pro, DGPS coordination and coordination systems.
7. Support PM, CD, TOM, TFMs, FOMs, medics as per their request and as approved with the PM.
8. Utilize knowledge and access to IMSMA Core to the program’s benefits.
9. Plan for the initial stages of adding support departments to OMIS.

Organizational Development

1. Promote organization’s values and participate in ongoing initiatives to continuously improve systems and processes according to global updates.
2. Actively contribute ideas and suggestions which promotes a culture of innovative thinking.
3. Train national/ international/IM staff on the use of IM systems, policies, and procedures.
4. Participate in the development and monitoring of Unit Business Plan objectives as appropriate.
5. Participate in developing surveys as requested by SMT members.
6. Advise SMT on IM systems and decision-making process.
7. Plan and create comms materials for programme support.

Managing IM Team

1. Manage IM team activities and provide guidance to staff in a team approach to problem-solving to ensure that a high level of service is maintained.
2. Manage appropriate resources and staff to ensure all work targets are met.
3. Assess the abilities of the IM team members and develop training and development plans for the individuals.
4. Provide leadership to members of the team and delegate authority and accountability to individual team members as appropriate.

Capacity Development of local partners

1. Perform a need assessment to understand the need of the local organization in terms of IM solutions
2. Develop a training plan and conduct the training for relevant staff as requested by the PM, CD and TOM
3. Follow up the creation of accounts, access privileges of relevant staff of the local partner.
4. Create a monitoring dashboard for local partner implementation and QA/QC results, and any other relevant dashboard as requested by PM, CD and TOM.

Essential Requirements

• Bachelor’s degree in information management, Computer Science and/ or related technical discipline relevant to data, systems, or information management.
• At least 5 years of professional experience in information management, GIS, data systems, or a related technical field.
• At least 2 years in a supervisory or managerial capacity, leading teams or managing an information function.
• Strong inter-personal and communication skills with ability to engage professionally with beneficiaries and stakeholders in a cross-cultural environment.
• Experienced trainer and Facilitator.
• Advanced theoretical and practical knowledge of GIS, DGPS, and general information management, with the ability to support and train staff effectively.
• Demonstrated ability to deliver results efficiently by setting clear priorities, organizing workload effectively, and adapting to changing demands.
• Proven competence in delegating responsibilities appropriately based on task complexity and staff capabilities.
• Strong communication skills to convey information clearly and confidently at all organizational levels and to represent MAG on IM matters when required internally and externally.
• Ability to foster collaboration and maintain positive working relationships across the team.
• Advanced analytical and problem-solving skills applied to support sound decision-making.
• Demonstrated commitment to integrity, responsibility, innovation, and respect in all professional activities.
• Preferable competency in OMIS (Operational Management Information System) management, development, training, and implementation.
• Proficiency in English and Arabic (both written and spoken).
• Possession of a valid driving license with the ability to operate a manual transmission vehicle.

GENERAL

All MAG staff is expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work as part of a team and liaise with other departments to ensure effective communications across the organization.
• Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Aware of gender mainstreaming and ready to participate in gender awareness courses/training
• Able to work in a mixed team
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.