Reporting and Data Management officer 122 views0 applications

ROLE PURPOSE:

The Reporting and   Data Management officer will be in charge of ensuring and maintaining an accurate and up-to-date database to inform key performance indicators, including providing on-going support for the procurment and other supply chain   staffs to ensure timely and quality data collection, analysis, storage, retrieval and reporting. S/he will also analyses data and generate supply chain information to promote data-driven decision making, S/he will also participate in providing data for monthly and periodic reports, and compiling data on key performance against set targets. The Primary Purpose: to ensure updated Procurment tracker, data archive, and avail updated reports on supply chain performance indicators from the data coming through routine procurment process, tendering and prepare for reporting.

KEY AREAS OF RESPONSIBILITIES:

Job specific roles and responsibilities

Data processing & Reporting

• Devise and implement efficient and secure procedures for data handling and analysis with attention to all technical aspects.
• Responsible for reviewing and receiving data from procurment officer and other sources and enter into the system.
• Formulate techniques for quality data collection to ensure the adequacy, accuracy and legitimacy of data.
• Perform quality control checks on the received data and remove inaccurate information in accordance with established validation procedures.
• Organize, manage, update and maintain information on computer systems and in archives.
• Prepare quality data is maintained and distributed to all relevant staff in all departments as requested.
• Produce data that is to be used for preparation of quarter, semi-annual and annual progress narrative reports.
• Maintain efficient filling system of progress reports.
• Maintain and regularly update current suppliers’ database.
• Maintain, keep up to date and share a weekly procurement tracker, showing the current status of the requested items and the date which they are expected to be supplied to the projects.

Data Monitoring and quality assurance

• Participate in the development of tools and templates to enable and enhance regular collection of supply chain data, generate quality database report for various program levels (monitoring of inputs, outputs, outcomes, etc.) by tracking outputs and progress towards supply chain quality.
• Develop functional system for tracking of regular updates on supply chain performance.
• Closely work with field office, country office, regional team, to ensure timely update of the database system.
• Contribute to agency-wide initiatives on designing standards and frameworks for better data management, supply chain quality and accountability.
• Ensure all databases and archives are protected from security breaches and data losses.

• Ensure appropriate documentation, tracking and filing of all procurement activities by following standard procedures and guidelines of SCI to ensure traceability of all documents
• Ensure appropriate monthly reporting on all supply chain activities based on the requirements defined by the procurement manager
• Establish and maintain excellent communication links between Addis and all field offices to ensure appropriate and regular information flow on all requests received as well as to ensure that the requesters get the right items, at the right time and at the right place
• Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.
• Generate HOT team meeting proceedings and any other procurement reports weekly related to humanitarian procurement and upon request
• Carry out any other tasks required by the line manager in line with job description and capacity development plan.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

·       Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

·       Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

·       Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

·       Widely shares their personal vision for Save the Children, engages and motivates others

·       Future orientated, thinks strategically

Collaboration:

·       Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters

·       Values diversity, sees it as a source of competitive strength

·       Approachable, good listener, easy to talk to

Creativity:

·       Develops and encourages new and innovative solutions

·       Willing to take disciplined risks

·       Integrity:

• Minimum of Bachelor Degree in Information Technology (IT) and or Statistics and health related.
• Experience of using basic data software’s in related to supply chain data management activities such as DHIS, SPSS, EPINFO.
• Minimum of 5 years progressively responsible experience with NGOs or other organizations, including significant experience – data entry, analysis, and in generating quality database reports.
• Experience of working in all aspects of systematic tracking and analysis, practical experience.
• Ability to ensure appropriate and coherent data keeping, generating and share accordingly.
• Significant experience in manipulating different data’s, hands-on skill of extracting important information’s and share as per the need.
• Excellent verbal and written communication and relationship skills in order to deal tactfully and sensitively with a multicultural people in a large organization and able to manage supply chain information’s, data’s.
• A flexible and initiative-taking, proactive, inspiring attitude with the ability to manage and prioritize an unpredictable workload.
• Willingness and ability to operate an ‘open door’ policy with regards to colleagues seeking immediate information and support accordingly.
• Commitment to and understanding of Save the Children aims, values an