Data Management Assistant at United Nations Population Fund (UNFPA)

Main Tasks & Responsibilities

Job Purpose:

Under the overall guidance of the Head of Programme P&D for programme matters, and the direct supervision of the ICT Officer for ICT matters, the Data Management Assistant supports the design, planning and management of UNFPA's country programme by providing and managing data inputs, providing logistical support, monitoring project implementation and following up on recommendations.

The Data Management Assistant applies established systems and procedures and assists in the creation of substantive knowledge by compiling, synthesizing and analyzing information relevant to Reproductive Health, Youth and Gender Issues. The assistant will also provide support in the preparation, editing and finalization of presentations and reports. S/he is instrumental in facilitating programme/ project implementation using and developing appropriate mechanisms, tools and systems and ensuring compliance with established procedures.

You would be responsible for:

NSU Support:

Under the supervision of the ICT Officer, the Data Management Assistant will:

Support the Unit's internal and external communication processes

• Help promote the use of digital media and platforms for internal and external communication
• Support services in respect of performance of certain technical functions, including troubleshooting on functionality of hardware (disks, memories, network wiring, power sources, etc.).
• Installation of commercial and in-house developed software and related upgrades.
• Upgrading of anti-virus programmes on a timely basis.
• Monitoring and recording of UNON Statistics for services provided under the various SLAs.
• Provision of support to users in backing up and restoring their files, as well as in virus detection, removal and prevention.
• General support to users under the guidance of the ICT Officer.

Under the supervision of the Head of P&D Programme, the Data Management Assistant will: 2) Support the organization of P&D Programme teams meetings

• Book meeting rooms.
• Support in ticketing during travel.
• Support the identification and hiring of venues, in collaboration with the Programme team.
• If necessary external meetings support the travel logistics including accommodation and transport.
• Procure workshop materials, in liaison with the Procurement team
• Ensure that meeting or workshop equipment such as projector, flip-chart stand, printer, internet access, visibility material etc. is readily available.
• Create requisitions and follow up to ensure POs are created, dispatched and copied to voucher and timely payments are made for missions and fieldwork

Support the travel of P&D Programme teams their Partners and Consultants as requested

• Process travel requests and authorizations
• Ensure compliance with UNFPA rules and regulations in terms of flight reservations and per diem calculations
• Request for hotel reservations for NSU Programme teams, Partners and Consultants, in consultation with the Admin staff in the various field locations
• Support the preparation of travel authorizations, security approvals, LOAs, cash tellers etc. for field missions and workshops.
• Address field related logistical and payment related issues

Provide administrative support to the Head of P&D Programme

• Help manage incoming e-mail and paper-based correspondence addressed to the Head of Programme as requested
• Help set up meetings involving the Head of Programme and Programme Leads with internal and external parties
• Assist the Head of Programme in the signature of Project documents (payment requests, travel authorizations etc.)
• Ensure that signed documents are swiftly transmitted, filed or archived, in consultation with the relevant P&D Programme teams
• Help disseminate critical and/or time sensitive information to P&D Programme teams
• Prepare, dispatch and file program correspondence as requested
• Support the drafting, formatting or general editing of external communication products, in collaboration with NSU Programme teams and UNFPA Communications team.
• Prepare requests for goods and services for the unit.

Data Management

• Draft data management standards and guidelines.
• Draft manuals for custom applications used in data collection.
• Support in the Set up and maintenance of a data management system for the statistical agencies.
• Help to train national staff on data management issues.
• Assist teams with the creation and management of a DDS (Data and Document Storage Facility).
• Support the implementation of the project data management strategy and other initiatives related to data.
• Testing data collection tools to identify anomalies. dBN03rJ CWiLJy
• Assist in collection and analysis of statistical data.

Data Reporting and Analysis

• Assist in the drafting and review of survey reports.
• Present statistical data at conferences and meetings where needed.
• Develop and maintain a public access or limited access data research portal.
• Share data with other State and Federal agencies, as needed.
• Consult with the technical team on data coding problems and assist in developing means to correct the problems.
• Generation of tables using relevant statistical software.
• Generation of charts and graphs for report writing.

Other duties:

Under the supervision of the ICT Officer, the Programme/ ICT Assistant will:

• Act as overall back stop in the area of ICT and related services
• Responsible for tracking and updating (physical verification, distribution and electronic inventory) of all assets.

Qualifications and Experience

Education:

• Completed Secondary Level Education with a minimum five (5) years relevant experience is required. Training or coursework relevant to this post and/or information technology is an advantage.
• First level university degree in the area of Information Technology or in the areas of Health, Population, Demography and/or other related Social Sciences with two (2) years relevant experince is desirable.

Knowledge and Experience:

• Minimum five (5) years (with Secondary education) or minimum two (2) years (with Bachelor degree) with progressively responsible experience in the relevant areas as above.
• Excellent communication; oral and written skills;
• Excellent attention to detail
• Strong interpersonal and organizational skills;
• Familiarity with UN procedures and working methods is highly desirable
• Proficiency in current office software applications and corporate ERP/PeopleSoft systems.
• The incumbent shall be able to work fluidly with Excel (electronic spreadsheet) software.
• Proficiency in statistical software such as SPSS,STATA and R.
• Relevant certifications in IT Services, hardware and software management and applications.

Work Relations:

• The Data Management Assistant maintains collaborative relationships with all programme and operations staff at the CO. Internal contacts include the Programme Specialists, Programme Assistants, NSU Operations and CO's Management team.

Languages: Fluency in English both written and spoken is required.

Required Competencies

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change Core Competencies:
• Achieving Results
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact

Functional Competencies:

• Business acumen
• Implementing management systems
• Innovation and marketing of new approaches
• Client orientation
• Organizational awareness