Key Responsibilities:
Information management and reporting
- Ensure that all distribution documents (species, food and non-food items) are properly filed, available and ready for any audit; frequent field visits to assist with documentation and accountability.
- Maintain the invoice tracking sheet and update and share it with management in a timely manner;
- Maintain comprehensive product tracking systems to ensure all products are properly distributed and accounted for in accordance with WV partnership standards and those of key donors.
- Ensure that all product losses and claims procedures comply with the requirements of the World Vision partnership and donors.
- Ensure that the required periodic reports are generated from the ITS database and submitted to the relevant consumers and uploaded to the DGDB in a timely manner.
- Maintain inventory control on a monthly basis and ensure that merchandise book balances match actual inventory.
- Prepare the new formats required and approved by DMT and share them with the team for project record keeping.
- Assist in consolidating monthly field product reports into the product tracking system database in order to produce major reports (CSS, CSR, RSR and LSR) for donors and other stakeholders.
- Ensure timely submission of replication and backups which include field reports, warehouse reports, etc., before the 5th of each month for timely consolidation to NO.
- Maintain an orderly, organized and chronological filing system, ensuring that hard copies of recommended reports are available and easily accessible at all times in accordance with the country's data retention policy.
- Support, as needed, the preparation and sharing of regular reports as required by internal and external stakeholders: weekly status report, monthly report, monitoring data reports, cluster minutes/reports , etc., in coordination with communications.
- Maintain intervention information management systems to meet intervention needs and develop and support systems to manage information requests in a structured and efficient manner.
- Support for the development and maintenance of internal information sharing protocols with relevant functions and external stakeholders.
- Ensure that accurate and timely monthly, quarterly and annual closing procedures and review controls are in place for reports.
Data analysis and system operations:
- Compile and analyze relevant information to inform response design, program management, operational improvement and learning opportunities, and to support evidence-based decision-making.
- Demonstrate flexibility to meet the data and reporting needs of the organization and other stakeholders for greater efficiency in data collection and reporting.
- Treat beneficiary information with complete confidentiality
- Analyze and report regularly to relevant stakeholders on the progress and quality of data, and help identify operational gaps.
- Support the project to effectively budget for information management capacity building activities, assets and all travel-related costs.
For projects using LMMS;
- Monitors wireless connectivity issues between mobile devices, routers, and roaming servers in field operations, troubleshooting as needed.
- Assist in administering LMMS system users within the project in coordination with the food assistance manager/leader .
- Serve as a point of contact/technical support for food monitors and report to the core system delivery team on the status of field deployments.
- Working with software developers and software partners in the development of new systems.
- Install LMMS on roaming servers and mobile devices, and perform the necessary system data updates for field use.
- Report technical failures, help reproduce problems and guide field installations with system upgrades/new versions.
Coordination & collaboration:
- Develop a clear organizational chart and schedule for information management and reporting
- Attend training on the various tools and actively participate in the IM working group meetings, share information with management and relevant staff, and possibly train them;
- Works closely with field monitors and product agents/ field coordinators on all LMMS/ITS issues by providing technical guidance and adhering to established standards for data accuracy.
- Working closely with global LMMS support staff in all aspects of technology preparation and deployment, in addition to providing feedback and receiving technical guidance from field-based LMMS system support and development agents on IT upgrades, maintenance, and new developments.
- Administration of LMMS asset control procedures.
- Participate in an IT support staff forum for LMMS/CTS to share common experiences and solve technical problems.
- Coordinate with the finance department the processing of reimbursements for invoices from carriers and donors, and update the invoice analysis monthly to inform the food assistance manager and the finance department of invoice age and reimbursement status.
- A custodian of all food aid goods and equipment stored at the national office
Capacity building and compliance
- Leads capacity development with field staff to ensure adequate coverage of DMT information management systems, WVI standards for species and food management and reporting.
- Identifies potential areas of vulnerability and compliance risk; develops/implements corrective action plans for resolving problematic issues, and provides general guidance on how to avoid or address similar situations in the future, and reports on the progress of compliance efforts to management.
- Ensuring that the quality of reports from the field is maintained in accordance with donor and WVI standards
Liaison and Networking:
- Create an environment conducive to dialogue, information sharing, partnerships and cooperation during the implementation of project interventions.
- Represent World Vision in local coordination forums and liaise with government representatives, other donors, United Nations agencies and other partners as appropriate and necessary.
- Represent the project to the CASH technical working group.
- Effectively represent WV's operations and mission when accompanying visitors, e.g., donor and/or government representatives, journalists and other delegations to project sites.
- Perform any other tasks required by the food assistance officer/program officer or their representative
- Participate in the evaluation of the project's interventions.
- Liaise with the government and other stakeholders and represent the world's vision on issues related to information management systems, beneficiary data and as delegated by their supervisor.
Required Professional Experience
- At least 5 years of general experience in grant management (required).
- At least 3 years in a project manager/leader role within food/cash assistance operations (required).
- Ability to build intercultural relationships. Experience working with local communities.
- Good organizational, management and planning skills; respects deadlines and is able to handle a heavy workload;
- Excellent ability to communicate and to build and maintain relationships.
- Excellent ability and knowledge in staff capacity management and development.
- Having the ability to work under pressure and manage emergency situations according to the organization's mission.
- Comply with World Vision's Child Protection, Safeguarding, and all other policies and procedures.
Required Education, training, license, registration, and certification
- The successful candidate for this position must hold at least a bachelor's degree in computer science, data analysis, social sciences, or any other related course from a recognized university.
- A degree in project management, public policy, social sciences or another relevant field; or an equivalent combination of education and experience in humanitarian project management with a focus on food aid and/or cash assistance certification (CALP level 2 and above)
- Solid experience in the Windows operating system. Comfortable invoking, stopping or restarting system services, installing and uninstalling software, creating user groups and configuring user privileges.
- Strong networking skills – capable of configuring, securing, and administering peer-to-peer ad-hoc wireless networks. Ability to isolate and troubleshoot network connectivity issues by running IP configuration tools and resetting wireless connections. Understands the TCP/IP protocol.
- Knowledge of relational database management systems - exposure to MySQL is highly desirable, including the use of database management tools (such as MySQL Query Browser and Administrator).
- Ability to solve computer problems – both hardware and software. Knowledge of how to systematically log, track, and resolve computer issues.
Preferred Knowledge and Qualifications
- Good understanding of object-oriented languages ??– particularly Java – and network standards (including mobile communications), database management systems with a particular focus on MySQL scripting, and advanced Microsoft Excel skills
- Ability to troubleshoot and document computer/software programming problems - both hardware and software.
- Good written and oral communication skills; ability to consolidate information into visual presentations (fact sheets, graphs, charts, tables); strong communication skills to interact with all levels of staff and management, and the ability to influence stakeholders.
- Must have strong analytical, problem-solving and organizational skills with attention to detail and the ability to effectively present concepts to non-professional users in various contexts and through various means (verbal and written).
- Requires a good understanding of the project lifecycle with an emphasis on analysis, user needs and gap analysis, etc.
- Must be able to work effectively with a diverse team.
- Requires the ability to work under pressure and on multiple tasks.
- Must have a service orientation and be very comfortable supporting end users.
- Familiarity with humanitarian quality assurance mechanisms, including Sphere, the Red Cross Code of Conduct, the Partnership for Humanitarian Responsibility, Do No Harm, and the People in Aid Code of Practice.
Travel and/or Work Environment Requirement
- Field-based with 100% travel
Physical Requirements
Language Requirements
- Haitian Creole and French. English is an added advantage.
