Job Description

Data Management officer

Application Deadline: 15-Jan-2025
Job Posted on: 5-Jan-2025
Country: YEMEN
Duty Station: Hodeidah
Duration of Assignment: 8 months

Background

Rofqa for Humanitarian Development Foundation is an independent, non- governmental,, non- profit foundation. It was established in 2009, . RHD was officially registered at the Ministry of Labor and Social Affairs as per license 52/268.
Fields of work: WASH - Food security and livelihoods - Shelter - Nutrition - Education -Health - Protection. RHD has a strong and close relationship with the Ministry of Labor and Social Affairs  and Local authorities, RHD has also a good relationship and acceptance with the host communities, and we have great experience in implementing projects in most Yemeni regions.

Job Summary    :

Under the guidance of the Food Security Project Manager and the MEAL department, the Data Entry Officer (DMO) will be responsible for accurately collecting and entering all data related to RHD activities within the project. This involves carefully reviewing field reports and documents, ensuring data is accurate before entering it into digital databases. The DMO will also handle the process of transcribing paper-based information into digital formats, ensuring proper organization and formatting.

As part of the project team, the DMO will assist the Project Manager with preparing reports and ensuring the accuracy of project data. The DMO will also work closely with the MEAL team to verify and collect data, ensuring that all project information is reliable and consistent.

Responsibilities/Duties:  

Programme Management  Support / assistance:

• Work with the MEAL Officer to gather and compile project data. This includes conducting needs assessments, baseline surveys, and field visits to help prepare reports, guidelines, and other necessary documents.
• Partner with the Project Officer and program team to identify project beneficiaries, ensure there’s no duplication by cross-checking with relevant clusters, and keep the beneficiary database and profiles up to date.
• Help create PowerPoint presentations and other materials for the program team, following the guidance of the line managers.
• Support the program teams with documentation, assist with procurement of goods and services, and track contracts.
• Assist in writing project reports, case stories, and contribute to proposals or concept notes when needed.
• Be involved in the project from planning to implementation, raising any issues or concerns with the Project Officer/Head of Program so they can be addressed quickly.
• Work closely with the Media Assistant to make sure all media needs for the project are met on time.
• Keep the line manager updated regularly by providing briefings, updates, and reports.

Financial assistance:  

• Regularly check activity and budget plans to make sure everything is on track. Review requisitions, raise PRs, and follow up with the logistics and procurement team. Ensure that all POs and vouchers are checked, and that the full budget allocated to each activity is used correctly, avoiding any over or underspending.
• Keep project files organized, including beneficiary lists, distribution checklists, signed documents, and other important records. Store these in databases and e-filing systems for easy access and future reference.
• Review the Budget vs. Actual (BVA) report with the project officer every month, tracking the PRs and POs. Discuss any differences, explain the reasons behind them, and suggest corrective actions during the team’s monthly meeting.

Administrative assistance: 

• Provide administrative support to the Sana'a and Hodeidah offices to help ensure the project runs smoothly.
• Handle travel arrangements for the program team and project staff, including preparing travel requisitions and processing travel claims.
• Work closely with the operations team (HR, logistics, admin, finance, etc.) to ensure that everything is coordinated for efficient project implementation on the ground.
• Keep both hard and digital files organized and up-to-date, making sure they’re easy to access when needed.
• Manage and maintain files for all correspondence and documents, ensuring they’re filed accurately, both physically and electronically.
• Prepare PowerPoint presentations and other materials for meetings, workshops, and events, making sure everything is ready in advance.
• Serve as a point of contact between different departments to keep communication flowing smoothly.
• Take on any other tasks assigned by the Project Manager.

Functional Competencies:

• Able to juggle multiple tasks and set priorities to stay organized and efficient.
• Comfortable managing a heavy workload, even when time is tight or the situation is challenging.
• Builds strong, positive relationships with colleagues and external partners.
• Always looking for ways to grow and learn, and uses new skills to improve performance.
• Stays calm and positive in tough situations and handles stress with patience and tact.

Soft skills:

• Detail-oriented and focused on ensuring accuracy in every task.
• Great with people, able to build positive relationships with colleagues and stakeholders.
• A team player who enjoys collaborating with people from different backgrounds and cultures.
• Trustworthy, with a strong commitment to confidentiality and following data protection standards.
• Flexible, open to learning, and proactive in taking on new challenges.
• Can stay calm and productive under pressure, always meeting deadlines and delivering quality work.
• Ready and willing to travel to field locations as needed.
• Aligned with the values of RHD, including the Code of Ethics and PSEA policies.
• Adheres to all RHD policies and procedures.
• Stress-resilient, able to handle tight deadlines and solve complex problems.
• Fluent in Arabic and English, both written and spoken.

Education and Experience

• A diploma or bachelor’s degree.
• Relevant experience in data collection and entry, preferably with an I/NGO.
• Strong computer skills, especially in Excel.
• High accuracy in data entry tasks.
• Experience with data collection tools like KoBo/ODK is a plus.
• Familiarity with data related to Food Security programming is an advantage.