Job Description

JOB DESCRIPTION 

INFORMATION MANGEMENT OFFICER-SOUTH

Job Description 

Contextualization

HI have been intervening in Yemen on and off for the last 12 years, with its actions initially focused on development issues, notably through the support to the development of physical and functional rehabilitation services for people with disabilities as well as through the capacity-building of the national networks of Yemen Disabled People’s Organizations (DPOs).
Since 2015, HI interventions have been adapted to the current context of conflict in Yemen. With the support of different donors, HI has been supporting two hospitals and one physical and functional rehabilitation center in Sana'a City, building the capacities of their key staff in early rehabilitation care and psychological first aid (including specifically for children), supplying rehabilitation equipment, and directly providing functional rehabilitation care and psychosocial support to war affected people (including through the donation of assistive devices and provision of Prosthesis). In 2017, these activities have extended to new facilities in and around Sana’a.
In parallel, HI implements inclusive humanitarian action, by increasingly piloting inclusive interventions and promoting disability inclusive coordination and programming through the coordination system and the inclusion task force, and technical support and capacity development to UN agencies, NGO’s and increasingly networks and focal points of persons with disabilities and awareness raising activity with communities.
HI activities are very consolidated in Sana’a governorate, Aden, which opened in 2019, and Mokha, which started implementing in 2020. Activities in Hajjah have been launched early 2022, and Hodeida activities are expected to start in 2022.

Under the responsibility of the Project Manager, The Database Officer ensures the use of data management tools on the project(s) and/or in the geographical area(s) of intervention to which he/she is assigned, as defined in the data management system framework established by MEAL Manager. He or she controls the quality of the different data transiting the system.

The LR Information Management Officer (IMO) is responsible for the effective and efficient management of the AVR LR operational data and is to coordinate data and reports compiled and submitted by HI Yemen’s field teams. The IMO is also responsible for ensuring that the HI Quality Management system for QA/QC is maintained during activities in particular all relevant documentation and collating the reports raised, both internally and externally in liaison with the Chief of Ops.

The IMO is also responsible for liaising with the EOD Supervisor and various Team Leaders to ensure that all LR activities stay within the confines the boundaries of their specific Task Orders.

The IMO is responsible to the Chief of Ops to ensure that all reports are submitted on time and in the correct format, to ensure that all Task Orders are received in a timely fashion to ensure the smooth running of operations in coordination with the EOD Supervisor.

The LR Information Management Officer (IMO) is responsible for the effective and efficient management of the AVR LR operational data and is to coordinate data and reports compiled and submitted by HI Yemen’s field teams. The IMO is also responsible for ensuring that the HI Quality Management system for QA/QC is maintained during activities in particular all relevant documentation and collating the reports raised, both internally and externally in liaison with the Chief of Ops.

The IMO is also responsible for liaising with the EOD Supervisor and various Team Leaders to ensure that all LR activities stay within the confines the boundaries of their specific Task Orders.

The IMO is responsible to the Chief of Ops to ensure that all reports are submitted on time and in the correct format, to ensure that all Task Orders are received in a timely fashion to ensure the smooth running of operations in coordination with the EOD Supervisor.

Mission 1: Management

• Manager as a role model: embody HI's values on a daily basis, and be a role model.
• Manager as a coach for meaning: understand the strategy, make it explicit, translate it into operational objectives for his or her team, lead the necessary changes. Give meaning to each management action. Encourage inter and intra departmental exchanges of practice. Encourage innovation and risk-taking.
  • Leading the project team: The project IMO is responsible for leading and motivating the project LR team with regards to all reporting and documentation preparation, as well as providing support and guidance as needed in close collaboration with Chief of Operation, and/or TFM and the EOD Supervisor
• Operational manager: organize the management of operational data of the teams, structure the work around identified processes, steer performance and facilitate the resolution of problems.
• First HR & Coach: contribute to the development of his or her staff, creating the conditions for their commitment, professionalism and attachment to HI. Ensure compliance with the code of conduct and institutional policies, the mindset and expected individual and collective behaviour 

Mission 2: Operational implementation

Responsibility 1: Contribute to project planning and implementation in line with the existing frameworks 

• Participate in the planning and development of activities, tools, and related resources. Liaise with the Chief of Operations to implement the action plan.
  •  Developing a LR project activities data and information collection work plan: This involves defining the scope, goals, and deliverables, as well as identifying the resources and timeline required to complete the project.
  •  Communicating with stakeholders: The project supervisor is responsible for keeping stakeholders informed about the progress of the LR projects and report any concerns or questions they may have to the direct line manager.
• Ensure that the line manager's approved actions are carried out and that resources are allocated appropriately.
  •  Managing project resources: This includes collation and retention of all data to complete the project.
  •  Monitoring project progress: The IMO is responsible for tracking the progress of the LR activities against the operational plan and maintaining an accurate activity register for donors targets. 
  •  Report general progress and issues identified to Chief of Ops.
  •  Managing quality: The IMO is responsible for ensuring that the LR project reports and documentation meets the required quality standards.
• As requested by the Chief of Ops, ensure frequent reporting of activities and contribute to internal and external reporting.
• Contribute to identifying the project's areas in need of adjustment and suggest changes to the Chief of Ops in collaboration with the EOD Supervisor.
• Ensure that all project documents and information are archived properly.

Responsibility 2: Contribute to project monitoring, evaluation, accountability and learning 

• Contribute to project monitoring, specifically activity progress indicators and the expected outcomes. 
• Contribute to project evaluations at the request of the Chief of Operations, and ensure that project evaluation recommendations are followed. 
• Contribute to the setup and smooth running of accountability mechanisms. 
• Contribute to project learning.

Responsibility 3: Ensure project data management 

• Support the Chief of Operations in ensuring that the appropriate data collection and management tools are in place and are used correctly on the project, in line with global standards. 
• Produce the appropriate maps as required by the field teams using ArcGIS V10.3 or higher or some other similar mapping programme. 

Responsibility 4: Contribute to the coordination of project teams 

• As authorized by the Chief of Operations, facilitate coordination meetings between the project teams and the support services located in the area, as and when necessary. 
• Ensure that the project teams and the support teams (shared and technical services, in particular) coordinate together in order to facilitate the implementation of the project in the area of operation. 

Responsibility 5: Contribute to external project communication 

• Contribute to HI’s external influence by taking part in networks, when required. 
• Communicate about the project to partners, authorities and stakeholders when relevant. 

Mission 3: Emergency Preparedness and Response 

Contribute to the programme’s emergency preparedness initiatives, and in an emergency situation, adapt his/her working arrangements in order to contribute to an effective humanitarian response from HI.

SKILLS

Management skills 

• Being capable of helping team members to progress: developing his/her staff ‘s ability to work autonomously. 
• Knowing how to position oneself so things can move forward. 
• Knowing how to simplify and prioritize. 

“Project Management” professional path skill

“Technical knowledge - skills and competencies”

Emergency preparedness and response skills

Other professional skills

Cross-sector skills

Language skills

Required for the job

J   Job Conditions

• The salary will be defined according to HI’s existing salary scale
• 30 days leave/year + benefits (transport allowance, health insurance, life insurance)
• The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
• Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.