Information Management Officer

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to provide a comprehensive response, in line with humanitarian principles and applying both needs based and rights based approaches, to conflict affected populations. PU-AMI promotes humanitarian access and dialogue with all components of the civil society and reinforces the capacity of each vulnerable community (refugees, vulnerable host community) to become self-reliant and resilient, by responding to immediate needs and strengthening their socio-economic empowerment.  

Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises.

PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Protection, Health and in Livelihood Recovery sectors.

SUPERVISION

Under the direct supervision of

HIS Team Leader

under the technical supervision

Information Management Specialist

under the overall supervision

Field Coordinator

in supervision of

N/A

OVERALL MISSION

1. GENERAL OBJECTIVE

Under the supervision of the HIS Team Leader and the technical support of the Information Management Specialist, the Information Management Officer will be responsible for management of all Health data, production of supportive analysis by way of charts and graphs for reporting, tools design, data centralization, managing ODK systems and leading the overall development of the information management systems in line with the IMA strategy and Health vision.

1. RESPONSABILITIES AND TASKS

• Data Management: She/he will work integrated within the Health department providing support to staff through managing data, assuring quality and producing analysis.
• Safety and Security: She/he will assist in following safety and security rules on base and will transmit all safety and security information to the HIS TL.

SPECIFIC OBJECTIVES AND LINKED ACTIVITIES

1. INFORMATION MANAGEMENT

1. Manage data systems according to internal protocols and strategy development;
2. Develop additional data platforms under guidance from the IM Specialist and as needed;
3. Collect HEALTH data in a logical and coherent system that can be readily archived;
4. Ensure Phenics and other health databases are harmonised and constantly updated;
5. Provide a second and final quality check and data cleaning stage to ensure that data is of usable quality for the HIS Team Leader;
6. Provide data analysis reporting following extraction templates or when needed based on Manager requests;
7. Provide information to field teams directly for specific limited information requests (beneficiary details, location codes, assistance records etc.);
8. Produce other documentation (ad hoc) required by the field teams on request from Team Leader/Manager;
9. Translate data from Arabic into English (if needed).
10. Draft the contracts’ modification(s) under the direct supervision of PM and line manager;
11. Ensure that all signed amendments are well archived;
12. Check expiry dates of all the documents collected and the signed contracts/amendments and notify the line manager and PM about them;
13. Assist in the administrative tasks including invoice checking of hard copies with Phenics, payment signature and payment tracking with the finance department;
14. Support the PHCC to ensure conducting proper data entry;
15. Conduct regular field visits to the PHCCs, provide recommendations and report to line manager in case of any challenge.

1. INFORMATION MANAGEMENT SYSTEMS DEVELOPMENT

1. Suggest and implement improvements to Information Management processes in order to increase accuracy and/or simplify/streamline activities;
2. Provide technical input to new database development with agreement of line manager and IM Specialist;
3. Follow up on Phenics troubleshooting and missing features in direct link with the field team and report to the IM Specialist such matters;

1. ARCHIVING

1. Archive documents and data correctly according to internal SoPs;  

1. Ensure proper and regular back-up of data using agreed tools and SOP in coordination with line manager and IM Specialist;
2. Ensure proper archive of all hard copies and soft copies documents (i.e. payments, contracts, attendance sheets, PBF and others related to the project).

1. INTERNAL AND EXTERNAL REPORTING

1. Provide regular internal reporting on activities according to PU-AMI internal tools for the purposes of internal monitoring, donor reporting and coordination reporting (Activity Info, RAIS) or as needed (to be decided with Manager);
2. Prepare additional internal/external reports as needed;
3. Provide information needed for data analysis;
4. Produce high quality and timely information for proposals and reports when requested.

1. MAIN PRIORITIES OF THE DEPARTMENT  

1. Provide basic analysis/graphics according to the extraction templates;
2. Providing feedback and contribution to IMA led database development;
3. Support the field teams in their IT applications including ODK;
4. Implement strategic developments related to IM within the unit led by the IM Specialist.

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 Management 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.