role PURPOSE
[Working in 50 developing countries across Asia, Africa and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively. Following the new CSP of Plan Ethiopia, the Emerging emergency humanitarian response, Plan is in vast emergency and recovery response throughout the country in all the Program areas.
The primary purpose of the position is to manage the CPIMS data base and kept the Unaccompanied & Separated children data updated, generate the reports in different forms and share data to partners according to the protocol. The CPIMs officer assumes the responsibilities given under the purpose and undertakes her regular tasks in accordance with a well-defined framework of policies and procedures under immediate supervision. These smooth and real information exchanges between Plan, UNHCR, UNICEF, ICRC and other IPs.
Dimensions of the Role
· Undertake the documentation and data management for Unaccompanied and Separated Children as per the procedure and standards
· Enhance smooth processing and production of Unaccompanied and Separated children information as need
· Manage all incoming and outgoing information and communication related to Unaccompanied and Separated children
· Keep the confidentiality of any information Unaccompanied and Separated
Accountabilities
Typical Responsibility
· Prepare information/replies to the request from any partner working on FTR for referral and by National Office Inquiries
· Manage the use, maintenance and technical support of databases (child protection information management- CPIMS) used in the operation including planning and overseeing data collection, input and verifications; production of standard and ad hoc reports.
· Analyse and respond to report requests from UNHCR staff, partners, donors and Headquarters.
· Facilitate and /or undertake additional data collection activities including planning and coordinating data collection methodologies and analysis with relevant staff of other offices
· Be responsible for the registration (“ProGres”) database, oversee data input and reporting in close collaboration with other officers (protection, registration, community services, etc.).
· Provide training , as necessary, to other staff members and IPs in relevant aspects of data management
· Archive and backup database systems; ensure security of databases; perform database administrator functions.
· Assist in compiling and calculating statistics, population figures, indicators, and other standard, annual, periodic and special statistical reports.
· Assist all units in creation, design and maintenance of database and spreadsheets that meet operational requirements;
· Collect information related to Unaccompanied and Separated children form the Camp and cross-check all forms filled correctly
· Generate different monitoring format from the data system
· Check if all Unaccompanied and Separated children profiles are exported from CPIMs in a regular base
· Ascertain that master lists are produced and protracted as necessary and as needed for reference
· Make sure that all the information is ready filled and check the accuracy of information before starting Data Entry;
· Check all Area Overviews and follow up the interview and documentation process
· Review the quality of the data on the surveys
· Follow up and Update all Unaccompanied & Separated Children information and status and produced output information using CPIMs Profile page;
· List and record surveys that need to go back to the field for correction and follow up their return;
· Discuss any cancellations with the direct supervisor before entering to CPIMs Make sure the number caseload inconsistency against the hard copy we have and the number of caseload UNHCR & UNICEF have and report to the CPIMS data base officer;
· Report any system related problems to Information Communication Technology (ICT) staff
· Supervise support staff in the Unit and/or manage a team of data Clerk/registry staff.
· Ensuring the running of periodically standard statistical reports/ detailed lists as per the requirements of the
· Operation and provide the reports in various formats such as Word, PDF, EXCEL, as per the requirements of the operation.
· Work closely with various stake holders groups including IT and GIS Unit with the aim at developing timely practical solutions to particular IT/Registration problems;
· To perform other duties as required by his/her supervisor.
· Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
Key relationships
· The post holder will be technically working with community volunteers on the ground in collaboration with the, education/ECCE officers, UNHCR, ARRA etc. in his area of presence. S/He will be working as a team member with other officers during assessment and design of programs, planning and activity implementation, as well as reporting, monitoring and evaluation phases.
· The post holder will have a direct reporting relationship with the child protection and youth programs coordinator. S/He will get direction from the coordinator regarding his role and responsibilities.
· According to the need, the post holder is required to work closely with other agencies working I the area and primary agencies such as UNHCR, ARRA and local government
Technical expertise, skills and knowledge
[This section details the skills, knowledge and expertise the post holder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
Essential
· Degree/diploma in information Communication Technology, Computer science, software engineering, Information management, Secretary Science, Data Management or related fields
· at least 5 years relevant experience of which at least four years’ experience with NGOs, in humanitarian setting
Desirable
Dealing with Problems:
· Mange inconsistency of information such as age discrepancy, gender, grade and other profiles of the child
· Quality of the data produced by the case workers is screened
· Willingness to work extra hours in case bulk data are available and under stressful situation
Communications and Working Relationships:
· Act as spokesperson for the poor and marginalized among the community they live in
· work closely with children, Data Clerk, CPiE officers and refugee social workers in strategic areas of importance
· Smooth networking among the Gambella staffs and social workers.
Behaviors
· Identify one’s growth area in addressing behavior change and social transformation and report to immediate supervisor to build his/her capacity;
· Responsible to perform other duties assigned by the PU manager and sponsorship communication coordinator
· Respect the organization extra hours and use it effectively and efficiently
· Proper handling of the organization’s property without or with minimum waste, tear and wear or damage
Educational Qualification and Experience
Education
· Degree/diploma in information Communication Technology, Information management, Secretary Science, Marketing, Data Management or related fields.
Experiences
· Minimum of two years of experience in data management.
Knowledge & Skills Specific to the Post
· Secretarial skills, excellent computer operation skills
· Easily understand different software intended for Chid protection Information System (CPiMs)
·
Plan International’s Values in Practice
We are open and accountable
· Promotes a culture of openness and transparency, including with sponsors and donors.
· Holds self and others accountable to achieve the highest standards of integrity.
· Consistent and fair in the treatment of people.
· Open about mistakes and keen to learn from them.
· Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
· Articulates a clear purpose for staff and sets high expectations.
· Creates a climate of continuous improvement, open to challenge and new ideas.
· Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
· Evidence-based and evaluates effectiveness.
We work well together
· Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
· Builds constructive relationships across Plan International to support our shared goals.
· Develops trusting and ‘win-win’ relationships with funders, partners and communities.
· Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
· We empower our staff to give their best and develop their potential
· We respect all people, appreciate differences and challenge equality in our programs and our workplace
· We support children, girls and young people to increase their confidence and to change their own lives.
Physical Environment