Job Description

• Job Title: Data Entry Assistant
• No of positions: 1 Position
• Deadline: Jul 11th, 2024
• Duration: 8 months
• Duty Station:  Aden Gov.

Taybah Foundation for Development (TFD):

Taybah Foundation for Development is a Yemeni development institution working in the areas of health and education. It was established in 1996 under the license of the Ministry of Social Affairs and Labor No. 25.  Taybah seeks to provide quality health and education services in partnership and cooperation with all concerned and interested parties in accordance with the development plans of local authorities.
Taybah foundation for development is an employer that does not tolerate any form of sexual misconduct. All potential candidates will be subjected to rigorous background checks and controls.

Overall, Purpose

Working as an important member of a diverse team, who is committed to serving the world’s most vulnerable with practical and compassionate care, the Data Entry provides technical support, leadership, and strategic direction, plans, develops, monitors, and evaluates the assigned WASH project. This involves effectively managing and reporting on the projects in line with the objectives, time frame, and budget with a focus on WASH and Infrastructure system strengthening, training, and coordination.

Project Overview

TFD is responding to the humanitarian needs in Yemen through an integrated health, nutrition, and WASH response targeting vulnerable persons in selected districts. WASH activities form an integrated part of the approach addressing unsafe water and sanitation, poor hygiene, and diarrhea’s aggravating effect on malnutrition. WASH infrastructure at supported health facilities will be improved to reduce the risk of disease transmission. The project design demonstrates accountability to the affected population, displaced population, and acutely vulnerable communities in Yemen,  

Functional Links

Internal: Data Entry; WASH national staff: officers, assistants, and volunteers
External: MOW: Ministry of Water, GARWSP: The General Authority for Rural Water Supply Projects, LWSC: Local Water and Sanitation Corporation, key community leaders and authorities, communities and beneficiaries, UN agencies, other humanitarian actors, WASH, Shelter, CCCM Clusters

Responsibilities

General Tasks

• Uphold the humanitarian principles of humanity, neutrality, impartiality, and independence
• Respect the TFD values at all times, both within and outside of working hours
• Know, understand, and comply with TFD internal policies and procedures
• Follow the TFD Security Plan and other related policies and SOPs
• Adhere to TFD Nationally Recruited Staff (NRS) handbook and regulations
• Be prepared to work in Aden and other Governorates of Yemen

Specific Tasks

Technical

• Transferring data from paper formats into database systems. 
• Entering and updating information about the project into relevant databases.
• Informing relevant staff regarding errors encountered.
• Reviewing data for deficiencies; resolving discrepancies by using standard procedures or returning incomplete documents to the project team for resolution;
• Properly file and safely store all project documents both in hard and soft copies in an organized manner to optimize retrieval.
• Assist in data verification, and cleaning, and ensure recording them into the predesigned database.
• Purging files to eliminate duplication of data;
• Secures information by completing database backups;
• Maintains operations by following policies and procedures; reporting needed changes;
• Maintains data confidence and protects operations by keeping information confidential;
• Ensuring that appropriate security measures are taken to prevent unauthorized access to data, in accordance with the Data Protection Act.
• Perform any other duties requested by his/her line manager
• Develop new proposals, linked to the assessed needs and gaps and the TFD country strategy, in conjunction with the in-line managers and relevant managers

Staff Management

• Line manages WASH Manager of the assigned project, including day-to-day management, development, training, appraisals, etc. It may also be necessary to line-manage other health/nutrition project staff
• Facilitate regular meetings to assist information sharing between project staff, to ensure all staff members are aware of project objectives and current work plans, and to provide the opportunity for feedback
• Provide coaching and technical supervision to staff to develop ownership and full responsibility for health/nutrition activities
• Assess the training needs of WASH staff and ensure that appropriate training is conducted

Communication and Coordination

• Represent TFD at relevant local-level coordination meetings involving local authorities, communities, and other NGOs and clusters.
• Develop and maintain appropriate, regular, transparent, and supportive communication structures with the assigned WASH team, TFD in-country Office, and other relevant stakeholders (e.g. beneficiaries, community leaders, local and national government officials, UN agencies, and other NGOs), to ensure good cooperation and partnerships.
• Participate in WASH coordination meetings and other working groups or meetings as required, representing TFD and feeding back to the WASH staff and line managers on relevant issues.
• In coordination with any relevant M&E staff, follow up on community concerns and issues raised through feedback or complaint mechanisms.
• Report any security incidents or concerns to the Security Focal Point in all the target governorates.

Logistics

• Liaise, as necessary, with the WASH, logistics, and finance staff to ensure items are procured, transported, stored, managed, and accounted for correctly.
• Support the logistics activities of project staff, particularly regarding the procurement process, supplies, and equipment for the assigned WASH activities

Quality Management

Establish Clear Data Entry Guidelines

Standard Operating Procedures (SOPs): Develop comprehensive SOPs that detail the exact steps to be followed during data entry.
Data Standards: Define standards for data formats, naming conventions, and acceptable values to ensure consistency.

Training and Development

Training Programs: Regularly train data entry staff on best practices, new guidelines, and software tools.
Competency Assessments: Periodically assess the competency of data entry personnel to identify areas needing improvement.

Implement Data Validation Techniques

Real-time Validation: Use software tools that validate data as it is entered, checking for errors such as incorrect formats or out-of-range values.
Automated Checks: Implement automated scripts or tools that perform regular checks on entered data to identify and correct errors.

Data Quality Monitoring and Auditing

Regular Audits: Conduct regular audits of entered data to identify and rectify errors or inconsistencies.
Random Spot Checks: Perform random spot checks to ensure ongoing data quality and to detect any issues early.

Use of Technology

Data Entry Software: Utilize specialized data entry software that includes features like auto-fill, dropdown menus, and pre-defined templates.
Error Detection Tools: Employ error detection tools that can scan large datasets for anomalies or inconsistencies.

Feedback Mechanisms

Error Reporting: Create a system for data entry personnel to report errors or issues encountered during the data entry process.
Continuous Improvement: Use feedback to continuously improve processes and address recurring issues.

Performance Metrics and KPIs

Accuracy Rate: Track the percentage of data entries without errors.
Timeliness: Monitor the time taken to enter data to ensure efficiency without compromising accuracy.
Error Rate: Calculate the error rate and work to reduce it over time.

Data Governance

Access Controls: Implement access controls to ensure only authorized personnel can enter or edit data.
Version Control: Maintain version control for data entries to track changes and updates over time.

Documentation and Record Keeping

Detailed Logs: Keep detailed logs of data entry activities, including who entered the data, when it was entered, and any changes made.
Audit Trails: Maintain audit trails to track and review data entry and modification history.

Regular Reviews and Updates

Policy Reviews: Regularly review and update data entry policies and guidelines to keep them current.
Technological Updates: Keep software and tools updated to benefit from the latest features and security enhancements.

Delegated Responsibilities

• Best Practices for Delegation

Clear Communication

Define Roles: Clearly define the roles and responsibilities of each team member.
Set Expectations: Set clear expectations regarding performance, deadlines, and quality standards.
Regular Updates: Maintain regular communication to provide updates, feedback, and support.

Training and Development

Initial Training: Provide comprehensive training for new team members on data entry processes and tools.
Ongoing Training: Offer ongoing training to keep team members updated on new procedures and technologies.
Mentorship: Assign experienced team members to mentor new or less experienced staff.

Monitoring and Feedback

Performance Metrics: Establish key performance indicators (KPIs) to monitor data entry accuracy, speed, and efficiency.
Regular Reviews: Conduct regular performance reviews to identify areas for improvement and recognize achievements.
Feedback Mechanisms: Implement mechanisms for providing constructive feedback and addressing concerns.

Empowerment and Support

Autonomy: Empower team members by giving them the autonomy to make decisions within their roles.
Resources: Provide the necessary resources and tools to help team members perform their tasks effectively.
Support: Offer support and assistance when needed to ensure team members can overcome challenges.

Documentation and Record-Keeping

Detailed Records: Maintain detailed records of data entry activities, including who performed the data entry, when it was done, and any changes made.

Audit Trails: Ensure audit trails are in place to track data entry and modifications for accountability.

Role Qualifications

Role Competencies

Work Conditions

The position will be based in the TFD Aden Office, with field trips outside the city/town, within target Governorates. The candidate must be flexible on time depending on the project's needs. Regular working hours will be 08:00 to 15:00, but may require flexibility as the work dictates.