Job Description

Job Title: Information Management Officer
Status: Full-time
Duty Station: Sana’a, Yemen
Duration: 1 year
No. of Staff Required: 1

An Overview about ADO
Abs Development Organization for Woman and Child (ADO) is a well-established national, humanitarian, developmental, non-profit, and non-governmental organization, founded in August 1996 by a group of Yemeni girls to provide a better life for women, children, and youths. ADO has been operating in Yemen for more than 27 years with outstanding coverage to the deprived rural areas located on the coast of Tehama and other various areas in Yemen aiming to get rid of poverty and infectious diseases. Since its inception, ADO has implemented over 213 developmental and humanitarian projects. According to ADO latest cumulative statistics, by the end of the year 2021, a total of 6,695,412 people were benefited from these interventions. Consequently, the organization has established itself among the most effective civil society organizations in Yemen that are working on issues related to livelihood, health, education, and WASH supporting women, children, and youth. Operating from its Headquarter office in Sana’a, and through its branch offices in Al Hodeida, Hajjah, Abs, Raymah Taiz, and Aden, ADO provides educational, health, livelihood, and WASH services to urban and rural communities. As ADO believes that women are the essence of life, it has devoted all its activities and programs to empower and educate women who will lead to a modern and just state. ADO also believes that protecting and caring for children will result in a prosperous future; free from crime and terrorism. Furthermore, ADO believes that youth are the potential and driving force of any modern civil society.

Job Objectives/Scope
As an Information Management Officer, he/she will be responsible for ensuring the effective collection, analysis, and dissemination of information within the organization. His/her role involves managing data systems, implementing information management processes, and supporting decision-making through the provision of accurate and timely data. The position requires a keen eye for detail, strong analytical skills, and proficiency in information technology to enhance the organization's efficiency and decision-making capabilities.

Reports to: Quality, Development & Research Manager
Supervisor on: Data entry.

Duties & Responsibilities

Data Management, Reporting & Archiving:

• Designing and developing simple and effective data capture tools that improve efficiency of the whole staff and reduce human error.
• Designing and developing a robust information management database that will minimize time spent producing project-related reports.
• Creating and maintaining numerous Excel databases for different activities (distributions, etc.).
• Compiling, sorting, organizing, and entering data for all the activities of the organization implemented from source documents including (handwritten) registration forms and lists, archiving them electronically within the systems used within the organization and update and revise data when details change.
• Making a backup copy of the departments' data and ensure its validity.
• Resolving discrepancies in information and obtaining further information for incomplete documents.
• Crosschecking and verify data keyed into the databases for accuracy.
• Storing completed documents in designated locations, and maintaining records of activities and tasks.
• Developing a clear information management and reporting flow charts, info graphs, and schedules, extracting statistical and narrative reports, carrying out the process of analyzing the data and representing it graphically.
• Preparing the monthly newsletter, monthly, quarterly, and annual reports on the programs and activities of the organization in coordination with the Director of Quality, Monitoring, and Evaluation.
• Assisting other administrative staff in filing, archiving, typing, and other tasks as necessary.
• Providing timely feedback to M&E Officers and quality manager regarding data quality and issues in monthly reports.
• Developing a robust quality control/quality assurance plan to ensure accurate and reliable program information.
• Developing programmed effective data analysis and visualization tools to empower organizational decision-makers to take informed, data-driven management decisions.
• Responding to requests for information and access relevant files after the quality manager's permission within the powers of users according to the organization’s policy.
• Scanning documents and print files when needed also keep all information confidential.
• Managing the project tracking system under the supervision of the manager of Quality and Development.
• Following up the archiving on the network hard drive and make sure that everything related to quality management is archived.
• Assisting quality management, development and financing, and all departments in following up projects and raising the indicators and time deviations for each indicator separately.
• Complying with data integrity and security policies.
• Performing other assigned responsibilities as agreed with line management.

Coordination & Capacity Building

• Conducting a capacity assessment of program team related to data management and reporting.
• Providing effective trainings to orient the program team on the use of the data management system and tools.
• Providing regular monitoring of program team regarding the use of the database and tools, coupled with ongoing orientation and mentoring of program team on their use.

Organization’s Website:

• Preparing materials for the organization's documentaries.
• Managing the organization's website and following up on updating it on a weekly basis.
• Preparing, designing, and creating electronic marketing systems and pages for the organization in partnership with quality and programs.
• Reviewing the data of the organization's website on the Internet, correcting errors and submitting proposals in this regard.

Others:

• Building and maintaining effective relationships, with their team, colleagues, Members, and external partners and supporters.
• Participating in field assessments and surveys.
• Working with the ERP Next system administrator in the work of the system in terms of quality and compliance management.
• Studying the needs of information management, defining the requirements for development, setting the necessary plans to bring about the required development in management and the qualitative leap, and following up on providing all these requirements and implementing them.
• Monitoring the operation of the applied systems, evaluating their efficiency, supervising the analysis of the needs of the departments that use these systems, and developing the necessary plans for securing these needs, in coordination with the Quality Department and the ERPNext system administrator.
• Determining the specifications of alternative solutions, additions, modifications, and updates necessary for the success of information management, while studying their technical and economic feasibility.
• Studying and analyzing the operating problems of the used systems and developing radical solutions to prevent their recurrence.
• Coordinating and cooperating with the Information Technology Department and other departments.
• Producing Dashboard work on quality management using the Power BI program.
• Preparing the data matrix for the organization's projects under the Quality and Development Department, including the complaints mechanism matrix.

Required Personal Characteristics

• Data Collection and Analysis: Design and implement systems for data collection, ensuring accuracy, completeness, and timeliness. Analyze data sets to derive meaningful insights that support organizational goals and decision-making processes.
• Database Management: Develop and maintain databases, ensuring data integrity and security. Regularly update and validate data to reflect the most current information.
• Reporting: Prepare and generate regular and ad-hoc reports for various departments and stakeholders. Ensure that reports align with organizational objectives and requirements.
• Information Dissemination: Establish efficient channels for the dissemination of information to relevant stakeholders. Collaborate with teams to ensure that information reaches the intended audience in a timely manner.
• Information Systems Improvement: Identify opportunities to enhance information systems and processes, recommending and implementing improvements. Stay current with information management trends and technologies.
• Quality Assurance: Implement quality control measures to ensure the accuracy and reliability of data. Conduct regular audits of information systems to identify and address inconsistencies.
• Training and Capacity Building: Provide training and support to staff on data collection tools, reporting systems, and information management best practices. Build the capacity of team members to effectively utilize information systems.

Part (2) Person Specification for This Job

Required Qualifications and Experience

• Education: Bachelor's degree in Information Management, Computer Science, Statistics, or a related field.
• Experience: Minimum of 3-5 years of relevant experience in information management, data analysis, or a related role.
• Technical Skills: Proficiency in database management systems. Experience with data analysis tools and software. Knowledge of information management best practices.
• IT Proficiency: Strong computer skills, including proficiency in Microsoft Office Suite and other relevant software.
• Project Management: Familiarity with project management principles related to information management initiatives.
• Communication Technologies: Knowledge of communication technologies and tools relevant to information management.
• Language: Proficiency in written and spoken English; additional languages may be advantageous.
• ADO procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Gender: Male/Female
Start Date: 01-04-2024