~~Purpose of the Job
The primary purpose of the position is to enter correct Unaccompanied & Separated children data as well as managing the CPIMS (Child Protection Information Management System) data base and sharing the consolidated information for internal and partners use in timely fashion. Besides, verifies and corrects entries, maintains records, performs general support duties as assigned. The Data Entry Clerk 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 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
Typical Responsibilities - Key end Results of the Position:
• 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 to enter the data;
• Follow up and Update all Unaccompanied & Separated Children information and status and produced output information using CPIMs Profile page;
• Identify mistakes/inconsistency and notify CPIMs data base officer;
• 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
• Prepare information/replies to the request from any partner working on FTR for referral and by National Office Inquiries
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, CPIMs data officer, CPiE officers and refugee social workers in strategic areas of importance
• Smooth networking among the Gambella staffs and social workers.
Child Protection and Gender Equality Responsibilities
• Demonstrate commitment to Plan’s child protection policy through implementing the policy in its entirety, and report any actual or potential risk situations following the reporting procedures, being aware of abuse and risks to children, being vigilant, becoming familiar with the Child Protection Policy.
• Raise children’s rights/protection awareness and important of gender equality and respect to diversity within Plan and amongst partners and community members.
• Child protection and gender equality policies are understood by the staff and partners.
• Ensure equal participation and benefit of boys and girls and children with disabilities in all phases of programme/ project implementation.
• Ensure sufficient budget and resources are allocated for gender equality activity in their respective area annual plans and project activities.
• Support partners in understanding plans’ gender equality strategy and program criteria and capacity building activities on gender as part of the regular work at field level.
• Ensure the representation of Plan Ethiopia in their respective region from gender equality perspectives.
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
• 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)
Competencies and values
• Interest and love to work with children
• Good command of the English language (both spoken & written)
• Computer Skills
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