Information Management Assistant at World Vision | April 2024

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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:



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



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.


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.


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.


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


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.


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


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


Contact (within WV or outside WV)

WVT (EDP/FDP) staff

Reason for contact

Periodical Physical inventory and reconciliations

Frequency of contact


Contact (within WV or outside WV)


Reason for contact

Regular online engagements on various capacity building sessions aimed at effective Information Management and Reporting

Frequency of contact



The role needs regular discussion-making guided by set principles


☐ 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