Job Purpose
The MIS Officer is responsible for designing and developing appropriate and viable MIS systems including the development and maintenance of a central project database, the development of data collection tools on KoBo and the cleaning and analysis of the collected data. The MIS Officer is also in charge of ensuring that these systems, tools and database perform as planned
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Objectives
- Implement robust MIS systems: Develop and implement solid GIS and MIS systems and mechanisms that are in line with global AME procedures and ensure that data on project beneficiaries, processes, progress, locations (GIS) and performance are effectively collected, entered, cleaned and validated, stored, transformed and presented in an efficient and effective manner in order to support timely decision making. This includes the development of data collection tools on KoBo or any other ODK platform in use, data cleaning and analysis of the databases following data collection, creation and maintenance of databases to store data on beneficiaries and projects.
- MIS team management and capacity building: Ensure operations of the GIS/MIS teams are run in an effective and cost-efficient manner and that technical know-how is available in the teams to implement the GIS and MIS strategy
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Duties and Responsibilities
- Implement robust GIS and MIS systems
- GIS and MIS Strategy
- Develop data collection tools in Excel, KoBo and any other ODK platform
- Clean and analyse collected data in Excel
- Develop and regularly update consolidated GIS and MIS work plan covering all mapping and GIS based analysis for ongoing/future projects and activities;
- Ensure the effective design, development and functioning of GIS and MIS systems;
- Develop and implement appropriate data collection methodologies and tools, analysis plans, reporting outlines, and data/information dissemination/utilization plans;
- Develop dynamic links between Database and GIS data and to ensure regular updates and solve eventual discrepancies;
- Ensure that proposal budgets capture appropriate cost and financial information to enable implementation of both internal and external GIS and MIS components;
- Establish and maintain data and coding standards, best practices and adherence to these standards as required;
- Identify and design innovative practices to improve organizational efficiency and effectiveness in GIS and MIS management and incorporate them in the country AME strategy;
- GIS Systems Development and Implementation
- Identify map information needs and relevant data sources;
- Acquire spatial data through one or multiple forms of followings:
- GPS data including the locations of community assets, beneficiary locations, routes to data collection sites;
- Desk-based data capture (digitising) to convert paper maps to GIS datasets, for example, to record the location of community infrastructure from original maps;
- Satellite imagery and other remote-sensing data to acquire features and information through technical data/image-interpretation methods;
- Produce user-friendly and informative maps in an efficient manner to fulfil information/mapping needs;
- Create new information or investigate patterns through GIS based analysis, e.g. estimating the number of people potentially affected by flooding, using population growth figures a protracted refugee/IDP situation to assess the demand for basic services.
- Ensure that the produced maps or GIS based products meet the requirements of both internal and external users;
- Create and maintain the structures necessary for GIS data storage;
- Develop the tools for loading/transferring GIS data between different systems;
- Manipulate, analyse and present geographical information by converting GIS information from one format to another;
- Develop internet applications to present GIS data and tools on corporate websites where necessary;
- Database Systems Development and Implementation
- Creating, upgrading and maintenance of central and project-specific databases including mapping out the conceptual design, Entity-Relationship diagrams, table structures, etc.;
- Creation of the user-friendly data entry interfaces ensuring that they correspond to department needs and their information gathering system;
- Ensure accurate and consistent data entry and that databases are up to date;
- Perform data analysis and produce reports in various formats including graphs, charts etc. as required;
- Maintain and further develop the structure or format of the database as required, incorporating ideas and amendments from relevant staff and partners;
- Provide additional updates and data analysis as required;
- Train the relevant staff on the use of the databases ; for example, train PDD on how to enter and use data on ACTED’s 16 global standard indicators;
- Develop and implement proper backup, restore, data validation, and security procedures to ensure data integrity and availability.
1.4. Efficient Sharing and Usage of Information
- Ensure effective and efficient information production, sharing and usage among all target groups and end-users;
- Ensure an effective roll-out of GIS and Information Management systems to all staff and partners through training, site visits, manuals, and other technical support as needed. Ensure systems are well understood and properly implemented by staff and partners;
- Develop strategies to increase data use and demand amongst relevant staff and other data/information users;
- Facilitate trainings for non AME staff (e.g. PMs, PDs, TCs) on the use of project databases and database related reporting; for example, reporting on ACTED’s 16 global strategic program indicators;
- Provide capacity building on effective use of GIS/DB products and systems – or ensure that GIS/DB staff deliver this efficiently and effectively;
- Manage GIS and MIS Teams
- Ensure that all GIS and MIS staff understand and are able to perform their roles and responsibilities;
- Supervise relevant GIS and MIS staff delineating their responsibilities and follow-up the work plans and day-to-day activities;
- Ensure a positive working environment and good team dynamics between GIS and MIS staff;
- Undertake regular appraisals of staff and follow career management;
- Training of data entry operators or equivalent in each department to enter the data into the Database;
- Identify the AME training needs of GIS and MIS staff, discuss plans with the AME Manager and HR for both internal and external trainings according to strategic priorities for improved information usage and management;
- Other
- Provide regular and timely updates on progress and challenges to supervisors and other team members;
- Participate in GIS/MIS related workshops and meetings as required;
- Perform any other related activities as assigned by immediate supervisor.
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Key Performance Indicators
- Number of data collection tools developed and operational on KoBo
- Number of databases downloaded from KoBo cleaned and analysed
- Consolidated country MIS plan in place
- Database Management System (DBMS) in place and functional that allows at least the reporting on ACTED’s 16 global standard indicators and specific projects’ contractual indicators
- GIS in place and functional that allows at least mapping of basic geographical information
- Number of GIS outputs (analysis, maps, etc.) produced during the past 6 months
- Number of Database outputs (reports, infograms, factsheets, etc.) produced during the past 6 months
- % of ongoing projects with project specific databases developed
- Number of information related trainings provided to ACTED/non-ACTED personnel during past 6 months
٢- Accountability Assistant at ACTED Regional Office
Job Purpose
The Accountability Assistant contributes to improving the quality of ACTED programming through the accurate registration and timely follow up of any complaints about ACTED’s activities/staff and also contributes to the development of appropriate messaging and communication strategies. The Accountability Assistant is the first point of contact for beneficiaries who need to raise complaints. As such, the Accountability Assistant will need to be neutral and establish mechanisms that based on the highest integrity which beneficiaries will trust.
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Objectives
Establish and ensure effective functioning of the Beneficiary Complaints and Response Mechanism, enhance the trust and confidence of beneficiaries, identify areas of our work which need to be improved and ensure that ACTED learns from the feedback provided through this process.
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Duties and Responsibilities
- Beneficiary Complaints and Response Mechanism (CRM)
- Establishment and Promotion of the CRM
- Establish, implement and monitor the beneficiary Complaints and Response Mechanism (CRM) for the country mission in line with ACTED standard beneficiary CRM procedures;
- Build capacity and understanding among ACTED staff, partners and contractors on beneficiary accountability and CRM;
- Accompany the AME and/or project teams to the field in order to spread awareness about the CRM to beneficiaries, as well as local authorities and stakeholders in ACTED’s areas of implementation, during field visits;
- Develop CRM IEC materials in a language that can be widely understood (including people with low levels of literacy);
- Regularly assess effectiveness of all information-sharing efforts and incorporate findings into revised approaches;
- Maintain records of CRM awareness raising and promotion activities (including approximate numbers of participants) and submit to Project Managers as required;
- Implementation of the CRM
- Ensure the effective functioning of the beneficiary CRM and that beneficiary complaints/feedback is adequately captured, analyzed, addressed and responded to in a timely manner and utilized by the program and coordination teams;
- Receive complaints through telephone hotline, in writing and in person;
- Follow up on complaints received by other ACTED staff with the same diligence as complaints received through the CRM directly;
- Treat urgent and/or sensitive complaints with the immediate attention they require, and ensure a fast resolution;
- Maintain confidential and detailed records of all complaints in the CRM database and other electronic and hard copy filing systems, as appropriate;
- Respond to complaints objectively, accurately, and in line with ACTED guidelines, using information provided by Project Managers, AME Officers/Monitors, Area Coordinators, Technical Coordinators, project documents, FLAT documents and procedures, etc;
- Follow up on pending complaints with Project, AME, and Coordination staff;
- Analyse patterns and trends in complaints to help ACTED improve its programming;
- Produce a monthly analytic CRM report for ACTED staff, following ACTED template;
- Adapt and improve the CRM based on monitoring of its effectiveness.
- Other
- Provide regular and timely updates on progress and challenges to supervisors and other team members;
- Assist project and AME teams with other activities, as requested by immediate supervisor;
- Perform any other related activities as assigned by immediate supervisor.
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Key Performance Indicators
- Functioning and effective Complaints Resolution Mechanism in place in all areas of implementation
- % of complaints closed within 15 days during the past 6 months
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