Information Management Coordinator

The IM Coordinator will support the programme in developing a program of work around information management and offer GIS services to all operational staff. This includes the delivery of a Staff focused information service offering the best practice to the organization.

To formulate, uphold, and execute policies, procedures, and systems aimed at optimizing the effective delivery of information management services.

To coordinate the activities of the Information Management Unit in accordance with MAG’s policies and procedures.

To ensure the protection and record keeping of vital information, the security of confidential data and meeting all legal, evidential and accountability requirements.

To act as the technical data focal point on all issues related to operations data infrastructure and applications. Work directly under the PM line management and support the TOM in developing departmental applications and solutions (Ex: GIS)

Principal Responsibilities

Data collection, consolidation and management

1. Safeguard essential records, secure confidential information, and fulfill all legal and accountability obligations.
2. Develop, review and update relevant procedures and manuals as required in coordination with MAG HQ information management team while ensuring that services are aligned with legislation, corporate goals and strategic plans.
3. Offer expert guidance on issues pertaining to information and records management for both users and management.
4. Ensure that the processing and delivery of information are conducted in the most efficient manner.
5. Provide day to day functional support and assistance to operational staff at the programme on MIS tasks.
6. Provide both one to one and group training to current and new users and work groups in the information management procedures.
7. Engage in project tasks related to inactive records and information management initiatives as instructed by the Program Manager.
8. Undertake system administration tasks, maintenance and perform regular quality audits to ensure data is correct and the integrity of the information is maintained.
9. Provide assistance and oversee the inactive records transfer process, managing the transfer of records between business units and records transfers to/ from MAG.
10. Conduct testing for upgrades and enhancements of processes and procedures.
11. Maintain an annual archival disposal program in accordance with MAG IM SOP’s.
12. Stay updated about the latest legislative and technological developments impacting document management.
13. Responsible for ensuring that information captured is up-to-date, accurate, complete, secure and confidential as per approved policy and procedures applicable to both hardcopy and electronic documents.
14. Accountable for ensuring compliance with all relevant policies, procedures and standards and ensuring the accuracy, confidentiality and security of stored records and information within the records management system.
15. Coordinate and process Freedom of Information (FOI) requests submitted to HQ.
16. Carry out information management activities and tasks as directed by the PM and TOM.

Data Processing and communication

1. Data interpreting and reporting within internal and external reports to the PM and TOM.
2. Preparing and developing the MIMS (MAG Information Management System).
3. Providing support for the preparation and publication of external reports.

Managing the Geographic Information System (GIS)

1. Promote and develop the use of GIS around the program.
2. Act as head of GIS: able to provide advice, guidance and training on its general use to the operations department.
3. Liaise with the IM and GIS officer and other departments to capture existing information for use within the system, including establishing procedures to maintain the data.
4. Purchase tools and equipment needed for the GIS enhancement, and maintain close communication with ESRI and regional IM for support.
5. Support ops teams, R/ LMAC and LAF as required and offer the needed support.
6. Create simple maps to indicate a certain TP, point, RR or evidence.
7. Manage MAG GIS Database as MXDs and XLSXs.
8. Manage the attribute tables of layers and features.
9. Create maps in Raster and Vector formats.
10. Oversee DGPS coordinates and coordination systems, collecting various extensions and types that can be beneficial for use in GIS and other applications.
11. Advise Medics about the shortest and easiest ways to hospitals.
12. Support TOM and NTFM in indicating upgoing and incoming tasks.
13. Support PM in creating maps for donors reporting.
14. Synchronize between drone, DGPS and GIS in mapping through drone-to-map app.
15. Manage GIS through OMIS.

Organizational Development

1. Promote organization’s values and participate in ongoing initiatives to continuously improve systems and processes.
2. Actively contribute ideas and suggestions which promotes a culture of innovative thinking.
3. Participate in the development and monitoring of Unit Business Plan objectives as appropriate and required.

Supervising IM Team

1. Oversee the activities of documents management staff, offering guidance to maintain a high level of service to employees.
2. Efficiently allocate resources and manage staff to meet all work targets.
3. Exhibit leadership within the team by implementing succession planning, delegating authority, and assigning accountability to team members as required.
4. Foster a team-oriented approach to problem-solving.
5. Collaboratively develop and regularly review individual performance objectives and personal development plans with team members, in accordance with MAG's performance evaluation system.

Essential Requirements:

• -High level of ethical awareness in relation to confidential and private information.
• -Excellent level of knowledge in GIS and DGPS to support and train staff.
• -Has the skill set that allows for OMIS (Operational Management Information System) management, development, training and implementation.
• -Demonstrate proactive initiative and innovative approaches in addressing all aspects of the position, offering recommendations for enhancing systems and processes.
• -Ability to achieve key results and goals in a timely manner.
• -Demonstrated capability to plan, prioritize, and organize tasks effectively, both individually and as part of a team, within specified time constraints and in a dynamic environment with competing demands.
• -Proficiency in delivering clear communication and trainings to all operational teams of the program.
• -Effective communication skills both written and verbal.
• -Effective training and facilitation skills.
• -Fluency in English language (listening, verbal and written)
• -Advanced analytical and problem-solving skills.
• -Valid driving license.
• -Bachelor degree in information management.

• 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.