Job Description

Job Title: Data Entry Clerk 
Duty Station: [Taiz, Mukha, and Al Daleah]
Contract Type: Full-time
Duration: [09 Months]
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Job Summary:

The Data Entry Clerk is responsible for ensuring the accurate, timely, and systematic entry of project-related data, particularly from field activities, into designated databases (e.g., Kobo). This role is essential for maintaining reliable project data, supporting effective project monitoring, evaluation, and reporting. The Data Entry Clerk will verify data accuracy, identify discrepancies, and improve data collection processes through field visits when required.
The role also includes specific responsibilities related to nutrition projects, ensuring data on patient records, health assessments, and program indicators are accurately entered and monitored. The position requires strict adherence to data security, confidentiality protocols, and organizational safeguarding policies.
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Key Responsibilities:

1. Data Entry and Management

• Accurately and promptly enter data collected by field teams into relevant databases (e.g., Kobo, Excel, or Access) while ensuring completeness and consistency.
• Manage weekly and monthly data received from field activities, ensuring it is entered, reviewed, and validated in accordance with organizational standards.
• Conduct data verification and quality control checks to identify and correct errors, inconsistencies, or missing information.
• Maintain the integrity and security of all data entered by adhering to established data management protocols and procedures.
• Develop and maintain organized and systematic filing systems (both digital and paper) to ensure easy data retrieval.
• Create regular data backups as part of the contingency plan to avoid data loss.
• Provide timely feedback to the Information Management Officer on any identified issues, challenges, or discrepancies.
• Document changes to databases and maintain proper records for audit and reporting purposes.

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2. Reporting and Analysis

• Generate reports and summaries based on entered data to support project monitoring, reporting, and decision-making.
• Assist in preparing weekly, monthly, and quarterly reports for project activities, ensuring data accuracy and completeness.
• Perform basic data analysis to identify trends, inconsistencies, or areas of improvement, and provide findings to supervisors or project teams.
• Prepare visual representations of data, including charts, graphs, and tables, to simplify complex data for stakeholders.

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3. Field Support and Quality Improvement

• Conduct field visits to monitor and improve data collection processes, ensuring adherence to best practices and tools.
• Provide technical support to field staff on data entry, quality control measures, and database usage.
• Collaborate with field teams to address challenges related to data accuracy, reporting delays, or technical issues.
• Assist in the development and testing of data collection tools that align with project interventions.

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4. Nutrition-Specific Data Management

• Accurately enter and manage data related to nutrition activities, including patient records, health assessments, surveys, and program outcomes.
• Conduct quality checks on nutrition data, ensuring accuracy, completeness, and timely updates.
• Generate nutrition program reports (e.g., treatment outcomes, patient profiles, and program impact assessments).
• Manage and synchronize multiple nutrition-related databases to ensure consistency and reliability.
• Upload nutrition data to designated platforms and ensure compliance with project monitoring and reporting timelines.

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5. Safeguarding and Data Protection

• Understand and adhere to the organization’s Safeguarding Policy and Code of Conduct, promoting a zero-tolerance approach to discrimination, harassment, and abuse.
• Maintain confidentiality and protect sensitive project data in compliance with data protection guidelines.
• Report any safeguarding concerns, including those related to children or vulnerable individuals, to supervisors.

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6. Additional Support and Responsibilities

• Respond to requests for data and provide technical support to authorized staff.
• Assist in preparing situational briefings, project reports, and other documents as required.
• Handle simultaneous management of multiple project databases, ensuring data is current and synchronized across platforms.
• Take initiative to resolve data-related problems and suggest improvements to streamline data processes.
• Perform other related tasks and responsibilities as required by the supervisor or project manager.

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Qualifications and Experience:

Educational Requirements:

• Bachelor’s Degree or Diploma in Information Technology (IT), Computer Science, Data Management, or a related field.

Professional Experience:

• Minimum of 2 years of relevant experience in data entry, data management, or a similar role.
• Previous experience in nutrition projects or working with NGOs/INGOs is preferred.

Technical Skills:

• Advanced proficiency in MS Excel (formulas, pivot tables, data validation) and database tools such as Access or Kobo.
• Excellent typing skills and ability to handle large volumes of data accurately and efficiently.
• Familiarity with data analysis tools and techniques, with the ability to interpret data and identify trends.

Language Skills:

• Native Arabic with good written and spoken English.

Soft Skills:

• Strong attention to detail and organizational skills, ensuring high levels of data accuracy.
• Ability to work under pressure and meet strict reporting deadlines.
• Excellent interpersonal and communication skills, with the ability to collaborate with field staff and stakeholders.
• Strong problem-solving skills, with the ability to work independently and propose solutions proactively.
• Ability to handle sensitive data with confidentiality and professionalism.

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Core Competencies:

• Data accuracy and attention to detail.
• Time management and organizational skills.
• Analytical and problem-solving abilities.
• Adaptability to field conditions and changing project requirements.
• Effective team player with strong interpersonal communication skills.
• Proactive, solution-oriented approach to challenges.

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