Referrals Clerk / Data Entry 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: Referrals Clerk/ Data Entry Officer Component : Protection & Community Outreach Based in: Halba, Akkar   Supervision   Under the direct supervision of:  Protection & Community Outreach Manager Under the overall supervision of:  Field Coordinator and technical overall supervision from Base Program Coordinator     OVERALL MISSION   General objective As a Referrals Clerk he/she is responsible for answering the calls of the hotline and the office line, as well as welcoming people in PU-AMI’s premises. He/she is responsible for conducting proper interviews in order to determine the person/family’s needs, based on their request. He/she will have to fill the referral form, refer it to the proper stakeholder and ensure a proper follow-up of the referral. He/She will also have to ensure the correct and timely computerization of all the collected referrals-related data, including the one collected at field level by the project staff, as well as maintaining the referrals database. As a Data Entry Officer he/she has to ensure a correct and timely computerization of all data collected at field level by the base project staff. Responsibilities and tasks   Part-time Referrals Management together with the other Referral Clerks   Answer the hotline calls and welcome the office visits with a professional attitude, through an accountable and respectful approach Analyse each case in order to provide the callers/visitors with the relevant information, or refer them to the staff in charge within PU-AMI, or refer them externally to other actors if needed Communicate the case to the relevant person in charge in a synthetic and coherent way, whilst respecting confidentiality and dignity of the beneficiaries. Fill the Internal Referral Database with accurate data issued from calls, visits or referrals sheets from field staff Follow up on the cases with the relevant program team and fill the referral database with updates on the case on a regular basis Revert to the beneficiaries with feedback  on their case Be familiar with the humanitarian service providers in Akkar and to know and update the internal and external contact lists, in order to provide information to refugee households Participate in giving a daily and precise report about the achievements to your line manager Participate in ensuring timely and correct data entry of the Phone/Visits logbook in the database Participate in producing weekly/monthly analytical report on referral        2.   Part-time Data Entry and Data Verification for the Protection & Community Outreach Department   Ensure a  timely and qualitative computerization of all the data collected at field level by the project staff Validate the filled paper forms before entering the data Enter and manage data regarding assigned implemented projects Translate data from Arabic to English and from English to Arabic (if needed) Support the Information Manager with the basic data analysis in preparation of reports Link all the data gathered in the field by field officers – Not clear what it means        3.   Archiving   Participate in archiving Base Program documents (Filled forms, Empty forms, etc.) respecting the mission Archiving policy and the Information Manager directives   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 a Social Sciences field or another relevant field Work experience        :  Mandatory experience in an office environment, preferably in an NGO Computer Skills         :  - Excellent knowledge of Word, Excel and Access (Data Manipulation and Report generation)                                             - Very Good Typing Skills Assets   Other  knowledge       : Acquaintance with INGO rules, procedures and regulations Interest                       : Work in relief, interest for refugees issues Transversal skills Honest and trustworthy Reliable, rigorous and well organised Able to manage priorities, take initiatives and work without constant supervision Strong accountability approach; respecting the dignity and the wishes of the beneficiaries while giving them highlight information.  Respect confidentiality