Context:
Under the overall supervision of the Chief of Mission and in close technical coordination with the Migration Health Coordinator, and under the direct supervision of the Project Manager, the successful candidate will be responsible for carrying out the following duties and responsibilities in relation to the Emergency Health and Nutrition Unit. The role of the administrative assistant is to support the Emergency Health and Nutrition Unit of the smooth running of its administrative duties for the operation in all Sudan.
Core Functions / Responsibilities:
- Supervise the maintenance of the digital data filing system (local and cloud based) and suggest improvement.
- Supervise the management of Kobo/ODK form versioning and distribution.
- Design & program surveys and data forms on IMS System using the type of form management tool.
- Develop weekly team plans and supervise the assignment of tasks related to incoming data management requests
- Verify the accuracy of data reported by MHD -supported clinics and field staff in both online and paper forms
- Provide training in online data collection and IM best practices to MHD staff, including on-the-job training and ongoing coaching as needed
- Coordinate with relevant colleagues in an assigned geographic area to ensure MHD activities are captured in accurate databases and reporting platforms
- Monitor timely collection and entry of quality and accurate data into various databases on the Management Information System (MIS) daily covering all activities under the Migration Health Department COVID-19 response
- Assist in verifying and preparing records of support delivered to clinics and health facilities; prepare documentation for administrative purposes, follow procedures for the document’s internal validation.
- Create, maintain, and test the data collection tools and provide detailed feedback on ways to improve them.
- Assist with the generation of quantitative reports for internal and external use.
- Actively conduct data validation and cross-checking for data received from the field and follow up with teams to ensure complete and up-to-date information is uploaded and processed.
- Assist in data analysis and prepare reports and dashboards
- Assist in developing user manuals, and training materials to be distributed to field teams on best practices.
- Support in the training and day-to-day coaching of staff involved in data entry and data processing,
- while ensuring compliance to standards of quality and timely information sharing. Provide user support and system training to the staff on ODK or any other data collection.
- Support the Information Management Officer in all data related requests.
- Monitor the effective use of the designated information systems, including web portals and application tools, to support inter-agency coordination.
- Support and enforce data confidentiality guidelines to protect sensitive data.
- Perform such other duties as may be required.
Education
- University degree in in Information Technology, Computer Science, or a related field from an accredited academic institution with 4 years of relevant professional experience, or
- High school degree in the above fields or related field from an accredited academic institution with 6 years of relevant professional experience.
Experience
- Experience working in an international environment and in liaising with a variety of partners at all levels of the hierarchy
- Ability to meet deadlines and work under pressure
- Good level of computer literacy
SKILLS
- Computer excellent skills
- Knowledge of Health programmes
- Excellent communication and negotiation skills.
- Ability to present clear and concise information.
Languages
Fluency in English and Arabic is required.
Required Competencies:
VALUES – All IOM staff members must abide by and demonstrate these five values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Courage: Demonstrates willingness to take a stand on issues of importance.
Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioral indicators level 2
- Teamwork develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge continuously seeks to learn, share knowledge and innovate.
- Accountability takes ownership of achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
- Communication encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.
CORE COMPETENCIES – Behavioral indicators – Level 2
Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
Accountability: Takes ownership of achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Other
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- Only candidates residing in either the duty station or from a location in a neighboring province that is within commuting distance of the duty station will be considered.
- Appointment will be subject to certification that the candidate is medically fit for appointment. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical
- Accommodation is not provided.
- This position is open to ONLY Sudanese nationals.
- Female candidates are strongly encouraged to apply for this position.
Vacancy close at 23:59 local time Sudan on the respective closing date. No late applications will be accepted.
Interested candidates are invited to submit their applications via email referencing subject as
“SVN 47 2024 Senior Program Associate – G6 – PortSudan”
Kindly send the following document to: [email protected]
- Cover Letter
- CV
- PHF (Personal History Form)
Any application that does not comply with the above-mentioned instructions will be automatically excluded from the process. Only shortlisted candidates will be contacted.
Posting Period
From 1 December 2024 to 8 December 2024.
No Fees:
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
