Information Management Officer

Première Urgence – Aide Médicale Internationale is a not-for-profit, non-political and non-religious 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. PU-AMI’s involvement in the Syrian Crisis is strong, with a wide range of programs implemented in most of the countries affected by the conflict.   PU-AMI’s main objective in Lebanon for the years 2015/2016 is to provide a protection-based holistic response, covering the basic needs of refugees and host communities in Beirut, Saida, Mount Lebanon and Akkar districts.   A multi-sectorial portfolio of activities (Psychosocial, Education, Health, WASH, Food Security, Infrastructure, Shelter Rehabilitation and IS/CS Management - Protection) is addressing refugees and host population’s vulnerabilities, by enabling individuals and communities to achieve respect for rights in safety and dignity.   PU-AMI is also seeking more sustainable and cost-efficient modalities of implementation, mainly by building partnerships with local organizations and existing public entities, which will contribute to bridge the humanitarian assistance delivered to refugees with specific community support projects, in order to strengthen the social cohesion between communities.   Consequently, PU-AMI’s 2015-2016 Country Strategy is based on 2 programs: -        A Humanitarian Assistance Program: providing a protection-based humanitarian material assistance and services to the most vulnerable refugees and people affected by the Syrian Crisis. -        A Resilience Program: developing and strengthening community-level infrastructures as well as supporting household-level economic empowerment and well-being, with regards to specific poor and vulnerable groups, including women and people with disabilities.   POSITION GENERAL INFORMATION   Position: Information Management Officer Based in:  Beirut   Supervision   Under the direct supervision of:       Project Manager Technical supervision of:                     Information Management Adviser 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   4  Information management: Daily information management activities in support of programme team 4  Reporting: Production of relevant required reports 4  Quality Management: Ensuring the quality and accuracy of data 4  Accountability:  Ensuring the proper centralised storage and accessibility of programme data for audition and reporting purposes  4  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 confidentiality 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 and 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 (Activity Info, 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 responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.   QUALIFICATIONS   Mandatory requirements 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 Managements 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.