Information Management Coordinator

26 أغسطس، 2022

0 14 5 دقائق

Information Management Coordinator

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

JOB PURPOSE
World Vision's Syria Response, managed from Jordan, oversees programming for conflict-affected Syrian children and their families inside Syria and throughout Jordan and Turkey. The Information Management Coordinator (IMC) leads the IM function across all three country programs, ensuring a functional, harmonized, and cutting-edge information management system that meets the requirements of the Syria Response office and the broader WV partnership and donors.
The IMC is responsible for developing robust and secure systems to capture, process, disseminate and archive programmatic data, ensuring program information supports evidence generation, donor engagement, and effective project, program, and strategic decision-making. The IMC does this through developing data flow maps, dashboards (in PowerBI), mapping, data collection, cleaning, and analysis tools. The role is situated in the Monitoring, Evaluation, Accountability, and Learning (MEAL) team and coordinates across WV's Syria Response and with our local partners to ensure standards on data security and beneficiary data rights are met. Therefore, managing all operational, contextual, and key data is a vital office function, requiring systems-thinking, diligence, and analytical skills.

MAJOR RESPONSIBILITIES
50% Information System Management

Ensure the efficient and optimal management of the WV Syria Response information and data flows through an appropriate, coherent, and high-performance management system
Plan IM activities and oversees their implementation in coordination with partners.
Manage relationships with external service providers involved in IM (contracting, monitoring service providers, and evaluating).
Lead the WVSR data visualization process – by managing the WVSR dashboard development, improvement, and modification of reports through Power Bi and relevant systems.
In consultation with management, lead and manage information management-related projects such as PowerBI data models, Commcare, and LLMs.
Manage the creation of PowerBI reports for WVSR and individual departments and units.
Lead the change management processes of the WVSR dashboards- based on the different stakeholders' feedback to streamline the IM processes.
Evaluate the functionality of WVSR-IM systems to ensure that every system is still significant and relevant to various users.
Consult system users or stakeholders to ascertain needs and to ensure that systems and reports meet user or project requirements.
Test and modify WVSR-IM systems to ensure that they operate reliably and are user-friendly.
Manage Grants database administrations, enhancements, and transitions.
Manage the development of a simplified business process of WVSR IM systems and reporting guidelines.
Ensure Reports and dashboards are aligned with the WVSR strategy (FY21-23).
A well-designed coherent system and associated tools and processes are in place and used by the project teams ensuring accurate and timely reporting.

10% Capacity Building and Learning

Work closely with the MEAL staff to ensure they have all the required information, material, and resources for their day-to-day work.
Initiate capacity-building assessments and subsequent plans, develops training resources to build the skills of the wider WV team and local partners in the IM field to ensure internal and external reporting requirements are met
Leads external liaison related to IM inside and outside World Vision (by creating connections between World Vision projects and delegations and as part of regional partnerships, networks, centers of expertise, and working groups)
Initiate and integrate innovative and cutting-edge IM practices within the WV Syria Response – WVSR, partners, and staff are empowered to manage project data effectively and promptly report this information.
Innovative IM practices are integrated into the WV Syria Response.

35% Data Management and Reporting

Oversees the centralization and organization of programme data collected in the field, and in particular:
Analyzing the IM needs of projects, programme, MEAL, and IM teams, and defining and selecting appropriate IM tools and software
Ensuring that the information collection and management systems used by partners and project, programme, and MEAL teams are integrated and consistent
Designing digital tools for entering, compiling, and analyzing data using appropriate software and platforms, and configuring data processing software as required
Designing, writing, and sharing IM procedures, ensuring that these documents are adapted to users
Design survey forms on mobile terminals and manages related platforms
Develops interactive maps to explain the context or monitoring of activities, support decision-making, and illustrate reports.
Manages any existing professional tools (for example, Case Management and distribution tools)
Coordinating data entry and updates to tables, databases and software (with any IM operators, M&E staff, and project/programme team members involved in entering data)
Launching specific data cleaning and analysis operations needed
Oversees the development and maintenance of interactive indicator tracking tables for each grant
Trains field and partner teams so they can use the tools developed and advises programme and MEAL teams on data processing and analysis activities
Lead on the routine data quality Assessments, and report any data quality issues to the MEAL Manager and MEAL Coordinators.
Develops and manages tools to create a unified master beneficiary database
Manages WV global center data reporting requirements, including GHR, Board updates, and Sitrep, ensuring data is submitted on time
Manage and publish essential reports in the WVSR dashboard to be utilized by the different teams for their portfolio management – Accurate and timely reporting responding to internal and external requirements
Efficient, effective, and harmonized data collection tools are in use across the Syria Response
Programmatic data is accurate, reliable, and timely and presented in accessible and interactive dashboards and used to plan, monitor, and modify the WVI's interventions

5% Data protection and ethical use of data

Initiates the development of data protection policy, ensuring ethical use of data and beneficiary data rights
Develops and leads roll-out plan for new data protection policy to support compliance within WV and with partners
Understands and applies security policies, Child Safeguarding, and fraud prevention policies.
Manages the security and archiving of all programmatic data generated by the projects, MEAL, programs, and the other technical units.
Manages relationships with external actors involved in IM (data sharing protocols, etc.) – All programmatic and beneficiary data collected is secured, protected, and beneficiary data rights are met according to best practice and international standards.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience

Minimum of 5 years of experience in the field of information management in a humanitarian context.
Proven experience in establishing a fully functional IM system for international NGOs
Experience in designing and managing tools for entering, compiling, and pre-analyzing quantitative and qualitative data, and an understanding of database issues
Thorough knowledge of xls file management and coding.
Knowledge of data protection best practice and ethical use of data
Strong background in designing and management of PowerBI platforms.

Required Education, training, license, registration, and certification

Bachelor's degree in Software Engineering, Data Analysis, Information Management, or any other relevant field of study.

Preferred Knowledge and Qualifications

Previous working experience in Syria and local Syrian NGOs can be an advantage.
Previous engagement with the Syria Crisis response in Turkey, Syria, and Jordan can be an advantage.
Good understanding of database management and data structures
Experience working with supporting local partners on IM-related issues preferred
Experience with PowerBI, Commcare, and Smap/ ODK preferred

Travel and/or Work Environment Requirement

Frequent travel is not expected for this role

Physical Requirements

Language Requirements:

Fluency in Arabic and English (spoken and written) is required

KEY WORKING RELATIONSHIPS
Contact (within WV or outside WV)

MEAL Manager: IMC reports to MEAL Manager; contact required for coordinating, Information sharing, influencing and coaching (approvals, day-to-day operations, knowledge sharing, capacity building).
MEAL and Accountability Coordinators: Immediate team/ peers; collaboration, coordination, information sharing.
Partner IM and MEAL focal points: IMC coordinates and builds the capacity of local partners, ensuring WV IM standards are met.
WV Global Centre IM focal points: Coordination and coaching from WV Global Centre to ensure global IM and reporting requirements are met.
Technical Advisors and Grant Managers: Collaboration, coordination, and information sharing. Weekly.

DECISION MAKING

IM Coordinator is responsible for decisions related to the day-to-day management of the Information Management function and approving partner actions pertaining to all aspects of information management.

CORE COMPETENCIES