Information Management Assistant at World Vision | April 2024
Job Description
With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!
Key Responsibilities:
MAJOR RESPONSIBILITIES
25%
CTS Data Entry
End Results
- Timely capturing of waybills key information into the Commodity Tracking System
- Ensure that a thorough check of all field document and reports is done to ensure that they are accurate and completely filled before starting data entry activity.
- Ensure that all documentation and records pertaining to commodity movement (Donor receipts, Dispatches, Returns and losses/damages is updated daily in the CTS
30%
Reporting
End Results
- Assist HIRO in ensuring that accurate and quality reports are compiled and submitted to Donors, WVI Disaster Management Team and other stakeholders in a timely manner.
- Assist HIRO in posting monthly distribution reports into the WFP Partner Connect system.
15%
CTS Data back-up Management
End Results
- Maintain CTS database and perform periodic system backups to avoid data loss.
- Collect and archive all CTS reports and backup files according to the agreed filing system.
15%
Warehouse Inspection and Physical Inventory
End Results
- Work with the HIRO and Senior Commodities Officer to supervise and provide training for all field staff (Warehouse and Distribution staff) to ensure CTS standards are followed and proper documentation is done.
- Participate in periodic Physical Inventory counting/checks for the warehouse and ensuring daily stock at the warehouse matches with CTS.
10%
Maintain of Shipment and loss/damage registers
End Results
Timely requesting of Food/commodity values from WFP to easier data capturing and reporting process • Maintain a loss/damage file with all the original supporting documentation of each transaction for each loss/damage received
5%
Other Duties
- Represent the project in various meetings/food assistance forums at the camp level or as advised by Supervisor/project management
- Perform any other duties as required by Supervisor.
End Results
Meetings attended accordingly.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience
- Knowledge of relational Database Management Systems/Reporting and ICT solutions
- Proficient with Data analysis tools such as Ms Excel, Power BI and other data visualization tools
- At least 2 years’ experience in working with International NGOs with relevant skills in Information Management/Database Management
- Experience in training and facilitation skills • Ability to work in a cross-cultural context with people of various backgrounds;
- Willingness to participate in chapel and group devotions; and Commitment to WV Core Values and Mission Statement
Required Education, training, license, registration, and certification.
University Degree in Accounting, Procurement, Information Systems/Information Technology or Computer Science.
Preferred Knowledge and Qualifications
- Previous experience in Database Management, Reporting and ICT solutions
- Experience in Food Assistance Programming (added advantage)
- Experience in UNWFP, USAID, UKDFID or any other Donor’s on food and Nutrition projects
Travel and/or Work Environment Requirement
Field (Refugee camps) & office based
Physical Requirements
Should be physically fit
Language Requirements
Fluent in English and Swahili
KEY WORKING RELATIONSHIPS
Contact (within WV or outside WV)
WFP Supply Chain/M&E
Reason for contact
Commodity data capturing (Loading/Offloading process) perform joint end of month physical inventory, Reconciliations and Reporting hence effective communication is essential
Frequency of contact
Daily/Weekly/Monthly
Contact (within WV or outside WV)
WVT (EDP/FDP) staff
Reason for contact
Periodical Physical inventory and reconciliations
Frequency of contact
Regularly
Contact (within WV or outside WV)
WVI DMT
Reason for contact
Regular online engagements on various capacity building sessions aimed at effective Information Management and Reporting
Frequency of contact
Quarterly
DECISION-MAKING
The role needs regular discussion-making guided by set principles
CORE COMPETENCIES
☐ Be Safe and Resilient
☒ Deliver Results
☐ Build Relationships
☒ Be Accountable
☐ Learn and Develop
☐ Improve and Innovate
☒ Partner and Collaborate
☐ Embrace Change
Applicant Types Accepted:
Local Applicants Only
